Blog Archive
June 15, 2017

Business expenses are necessary, yet oftentimes business owners sacrifice quality over budget. When it comes to your small business, it’s important to purchase up-to-date equipment to ensure the effectiveness of your daily processes. Equipment that works effectively and runs efficiently benefits your business in the long term and alleviates stress from your employees. If you’re currently looking to purchase a new copier, read on to discover which one is best for your business.

Figure Out What You Need
What purpose will your copier have? Determining the answer to this question will help you deduce what kind of copier you should buy. Do you need a copier with a wide range of capabilities? Or could your business benefit from a standard copying machine. Ask yourself, and your employees, exactly what your business needs before you search for the right copier.

Ask Yourself When You Need It
 
It’s important to assess how much copying occurs a day and at what rate. If your employees are using the copier frequently, to process materials that need to be completely quickly, you should shop for a copier that can complete several print jobs at once. No matter the size of your business, it’s important to analyze the speed and flow of copier usage. You may need to invest in a more expensive copying machine to keep up with the demands of your business.

Analyze Your Budget
 
Ask yourself what you want to spend and what you can afford to spend. These numbers might not match up. You might want to save a few pennies and opt for the cheaper copier, but will this choice negatively affect business? When analyzing your budget, take the price of equipment, supplies, and maintenance into account.
 
Call Centric Business Systems for All Your Office Management Needs
 
Today’s business environment is fast-paced, time is limited, and attention spans are short. Keep your people motivated and your co-collaborators engaged. Centric Business Systems has answers to all of your questions about this neat collaborative tool and various others, and we can make it so that you have them at your fingertips. Give us a call at 877-902-3301, send us an email at info@centricbiz.com, or fill out our contact form to learn about how we can help you improve your processes, so that your team can solve problems together. Be sure to also follow us on Facebook(link is external), Linkedin(link is external), and Google+(link is external) for more updates!

 

June 09, 2017

 
Several years ago, if an employee needed a particular file or document, he or she would have to fill out a form, submit it to the correct department, ensure that it was filed away, and wait until it eventually reached the bottom tier of an unorganized pile of information. This was called manual workflow, and it was as inefficient as it was frustrating. Today’s businesses prefer to speed the process of locating and distributing files by taking advantage of digital workflow services such as the solutions we provide at Centric. This week we’re discussing how your business can benefit from doing the same.
 
Increase Efficiency
 
Digital workflow software ensures that no file goes missing. The intelligent database prevents lost documents and ensures that information is being sent and received at the scheduled time. Certain software give you the option to track the document through each stage of the process, so you don’t have to waste time following up with employees.
 
Improve Business Processes
 
Digital workflow software allows users to obtain real-time updates and check on the status of an authorized process. All of the information is confined to one portal, which means that employees won’t have to email a particular department to locate the information.
 
Better Organization
 
Process automation will convert your data into actionable information, which allows users to easily extract, process, and organize information. The documents that are stored in a digital workflow management system, allowing you to organize files and backup documents for easy access later.  
 
 
Call Centric Business Systems for All Your Office Management Needs
Today’s business environment is fast-paced, time is limited, and attention spans are short. Keep your people motivated and your co-collaborators engaged. Centric Business Systems has answers to all of your questions about this neat collaborative tool and various others, and we can make it so that you have them at your fingertips. Give us a call at 877-902-3301, send us an email at info@centricbiz.com, or fill out our contact form to learn about how we can help you improve your processes so that your team can solve problems together. Be sure to also follow us on Facebook(link is external), Linkedin(link is external), and Google+(link is external) for more updates!

June 02, 2017

An efficient document management system allows your business to streamline and automate paper-based processes, improving productivity within the workplace. Your unique business needs a document management system (DMS) that complies with your specific needs, which means you shouldn’t settle for the first software you find. Here are a few ways that you can limit your choices and decide on a DMS that works for your company.

Recognize The Needs Of Your Business
 
Begin the process of choosing a DMS by identifying current issues within the company. Speak with your employees and determine their specific needs and concerns. Take into consideration other software applications that you may want to integrate into the new system in order to maximize the company’s transition to a DMS.

Opt For A User-Friendly Interface
 
Choosing a user interface that offers a user-friendly experience will ultimately benefit your employees during their transition to a DMS. A sophisticated software that has a simple platform allows your workers to navigate through the system easily. After all, the DMS is designed to simplify your business, not complicate it.

Stress The Importance Of Security
 
You’re legally obligated to protect any information regarding your clients at all times. Maintain the safety of your clients and your business by choosing a DMS with an intelligent security feature. In the same vein, verify that the DMS offers constant data backup to secure servers in case of an emergency.

Take Advantage Of Smooth Workflow Management
 
A DMS organizes information efficiently and ensures that projects maintain momentum. A document management systems that offers project management features increases productivity and encourages accountability.
 
Still not sure which system to choose? Call Centric Business Systems! We can work with you to choose and install a document management system that is the perfect fit for your office.
 
Centric Business Systems for All Your Office Management Needs
 
At Centric Business Systems, we have the experience to optimize your document workflow and office technology environments. We provide the latest products and solutions available in our industry to fit your organization’s needs. Give us a call at 877-902-3301 or send us an email at info@centricbiz.com to learn more about how we can help optimize your organization. Be sure to also follow us on Facebook(link is external), Linkedin(link is external), and Google+(link is external) for more updates!

May 25, 2017

Is it time to replace your wide format printer? There are several factors to take into consideration when evaluating the longevity of your print equipment. Replacing your wide format printer will reveal three great benefits.

Improved Performance
The print industry, just like any technology industry, is always changing. New equipment and techniques are constantly being developed. If your wide format printer is a few years old, you may already be noticing that it lags behind the performance of newer printers. However, this doesn’t mean you need to replace it. Your printer may just be due for an update!
Operating system developers and software manufacturers are always trying to stay ahead of the game by reviewing and updating their software to keep up with the growing demands of the industry. This means that if your driver software isn’t also keeping up with these updates, your printer may not run as optimally as it did when you first purchased it. Simply staying up-to-date with driver and firmware updates will keep your wide format printer in great condition.

Meet Rising Print Demands
Sometimes an update to driver software is all it takes to get your wide format printer operating at the efficiency your company requires. However, there are other times when growing print demand--often coinciding with a growing company--simply requires a new printer altogether. You may also have a growing demand for higher quality prints or larger print sizes. These needs are also solved by replacing your printer with a better model.

Replace Aging Parts
Every single piece of equipment in your print fleet has a lifespan. Any printer that is heavily used for several years will eventually slow down and stop working. An old printer simply may not be able to meet your needs. Common signs of an aging wide format printer that needs to be replaced are frequent paper jams, not enough memory, and consistent failure of the motherboard in the middle of print jobs. These shortcomings cost your company a lot of valuable time and money. Replacing your wide format printer alleviates these issues and ensures that you won’t need to get another replacement for several years to come.

Call Centric Business Systems for All Your Office Management Needs
At Centric Business Systems, we have the experience to optimize your document workflow and office technology environments. We provide the latest products and solutions available in our industry to fit your organization’s needs. Give us a call at 877-902-3301 or send us an email at info@centricbiz.com to learn more about how we can help optimize your organization. Be sure to also follow us on Facebook, Linkedin, and Google+ for more updates!

May 18, 2017

Document management workflows are designed to help companies eradicate any needless processes and boost workplace efficiency through better organization. However, there isn’t a “one-size-fits-all” solution for document management. Every company has different needs and uses different technologies. If your document management workflows aren’t tailored to your company’s specific needs, they could cause more frustration than optimization. To improve your document management workflows, take a closer look at the following elements.

Security Protocols
A good place to start when considering which document management solution is right for you is your security protocols. Complying with document security regulations is essential for companies that handle sensitive financial, health, or other personal information. You can choose to have access controls included in your document management workflow that will keep sensitive data more secure and ensure that you are complying with all regulations for your industry.

Collaboration
Collaboration tools allow companies to share and edit documents in real time without the confusion of creating multiple versions of the same document. For some companies, this is a great productivity booster and time saver. But if it is not essential for your company, then you may want to consider a document management workflow that doesn’t include this feature.

Third-Party Access
If you have vendors or clients who need access to your documents, then your document management system will need to be able to facilitate third-party access. The best option will be easy to use for both your company and a third-party as well as completely secure.

Integration
There may be certain programs you use that can easily be integrated with your document management solution for greater efficacy.

Document Storage and Disposal
Do you need to save your documents for later reference? Or do old documents only pile up and create clutter and a slower operating system? Document management workflows can account for document retention or document purging.

Paper Processes
Did you know that document management solutions can help you to manage your digital documents as well as your paper documents? The right document management system helps you to manage both types of documents without creating confusion.

Call Centric Business Systems for All Your Office Management Needs
At Centric Business Systems, we have the experience to optimize your document workflow and office technology environments. We provide the latest products and solutions available in our industry to fit your organization’s needs. Give us a call at 877-902-3301 or send us an email at info@centricbiz.com to learn more about how we can help optimize your organization. Be sure to also follow us on Facebook, Linkedin, and Google+ for more updates!

May 11, 2017

When you think of a recognizable brand, you likely think of the colors associated with them. McDonald’s yellow and red are just as iconic as their golden arches, and IBM is often dubbed “Big Blue” because of their recognizable blue logo.
Color can evoke strong emotions and memories. The colors of your brand should remind your customers of your reputation as well as the personal experiences they have had with you. The colors of your brand must remain consistent in order to achieve this kind of recognition. No matter what you’re printing--whether it’s flyers, promotional mail, banners, or more--consistent color is the key to lifelong brand recognition.

How to Obtain Consistent Color with Color Management
Color management technologies can ensure that you maintain consistent color across all of the print materials your company produces. But with technology changing so quickly, is now the right time to invest in color management technologies? Let’s take a deeper look into the future of color management.

Expanding Horizons
Color technology will only continue to grow as companies as high-end businesses fine tune their color production and traditional print services providers move towards becoming marketing services providers. Consistent color will become increasingly important as more and more companies are able to produce vibrant branding.

Pleasing Colors
The push to create pleasing color schemes will create a higher demand for color management tools. Smart color management helps you to more finely control your equipment efficiency and process control, which produces stunning results and saves your bottom lines.

A Valuable Asset
With the rise of visual marketing, business owners will increasingly view color management technologies as solutions that help them run their businesses more smoothly. Knowledgeable color consultants can recommend solutions that represent the brand as well as improve equipment efficiency.

Your competitors are investing in color management technologies to produces consistent color across all their marketing materials as well as boost equipment efficiency and lower costs. It doesn’t look like the popularity of color management will fade any time soon. Now is the best time to invest in color management tools and services!

Call Centric Business Systems for All Your Office Management Needs
At Centric Business Systems, we have the experience to optimize your document workflow and office technology environments. We provide the latest products and solutions available in our industry to fit your organization’s needs. Give us a call at 877-902-3301 or send us an email at info@centricbiz.com to learn more about how we can help optimize your organization. Be sure to also follow us on Facebook, Linkedin, and Google+ for more updates!

May 04, 2017

One of the most important decisions you can make for your business is how to outfit your equipment fleet. When it comes to the copier, do you need color? Many business owners choose not to invest in a color copier when they already have a color printer. However, you may find that having a color copier is a smart decision in the long run. Let’s take a look at your options and how color copies vs. black and white copies will affect your office workflow.

Printers vs. Copiers
Many businesses that choose to have black and white copiers do so because it seems like the most financially feasible option. After all, if you already have a color printer, why would you need a color copier?
The truth is, printers and copiers, while they have a lot in common, cannot replace each other. Making multiple copies with your color printer could get expensive in the long run. If you decide to rely on your black and white copier, you may find that the lackluster results don’t convey your message in the way you desire. Having a color copier can actually shrink your need for a large printer fleet along with the expensive costs associated with maintaining toner cartridges.

Cut out the Middle Man
Black and white copiers can be a good choice for some businesses. In order to assess whether you should add a black and white copier to your fleet instead of a color copier, take a moment to gauge how many time you need to have color copies. Do you often find yourself running to the copy center?
Having a color copier means that you will no longer have to spend the time and money making trips to a copy center. Outsourcing copies means that you’re losing money to the middle man, who upcharges for their services. Having your own color copier means that you’ll be able to reliably make copies whenever you need to, without having to make an extra trip and pay an extra expense.

Be in Control
Not only does having an in-house color copier save you money and time, it also gives you more control over your copies. You can use your copier’s settings to keep an eye on ink and paper usage as well as set authorization controls. This means that you’ll be able to monitor the use of your copier so that you can maximize efficiency, productivity, and workflow.

Call Centric Business Systems for All Your Office Management Needs
At Centric Business Systems, we have the experience to optimize your document workflow and office technology environments. We provide the latest products and solutions available in our industry to fit your organization’s needs. Give us a call at 877-902-3301 or send us an email at info@centricbiz.com to learn more about how we can help optimize your organization. Be sure to also follow us on Facebook, Linkedin, and Google+ for more updates!

April 20, 2017

Looking for ways to save money, reduce paper waste, and boost productivity? Managed print services optimizes the operation of your printers, scanners, fax machines, and copiers. You’ll use less paper, purchase fewer supplies, and spend less time wrestling with the settings on your equipment. If you’re thinking of making the switch to managed print services, this is what you need to know.

You’ll Save Money
Get ready to start saving money! On average, companies that adopt managed printing services save 30% on hardcopy costs, reduce carbon emissions by 60%, and free up 10% of IT staff who were previously spending time troubleshooting print problems.

You’ll Be More Efficient
One of the things a managed print services provider does is analyze your existing print fleet. We’ll be able to tell you what equipment is underperforming, what equipment you should add, where certain equipment should be located to be most accessible, and how to plan for the longevity of your current fleet. Having your fleet analyzed by specialists ensures that no detail is overlooked.

You’ll Have Predictable Costs
Having to suddenly pay for repairs to a broken printer can throw your budget for a loop. Entering a contract with a managed print services provider ensures that you pay the same bill every month. That means no more unpredictable printing costs or surprise maintenance! You’ll be able to plan for your monthly printing costs without the shock of a high repair bill.

You’ll Have Less Downtime
A managed print services provider can establish automated supply delivery, which automatically orders toner based on when printers run low. No more forgetting to order toner and having to wait to use a printer until more toner arrives! Your staff will be more efficient as they no longer have to constantly monitor printers and place orders as well as no longer have to endure downtime while waiting for supplies to arrive.

Call Centric Business Systems for All Your Office Management Needs
At Centric Business Systems, we have the experience to optimize your document workflow and office technology environments. We provide the latest products and solutions available in our industry to fit your organization’s needs. Give us a call at 877-902-3301 or send us an email at info@centricbiz.com to learn more about how we can help optimize your organization. Be sure to also follow us on Facebook, Linkedin, and Google+ for more updates!

April 18, 2017

It was only a few years ago that huge companies like Target and Yahoo suffered from massive cyber attacks, and only a mere two months ago that the average person was affected by the Cloudbleed security bug. Today, companies not only have to worry about external cyber attacks, but also who can access sensitive data internally as well. It’s more important now than ever to make sure that you know how to protect your sensitive information, and document security procedures from Centric can help.

Hard Drive Erases
Are you disposing of old printers while your office gets updated equipment? If your equipment has handled sensitive data, then it’s important that none of that data is left on the old hard drives that you’re disposing of. When you format a hard drive or delete a partition, it may seem at first glance like all of the information stored on the hard drive is gone. In reality, the information is no longer visibly indexed, but it is still present on the hard drive. Having your hard drives professionally erased ensures that you are not sending sensitive data outside the company when you dispose of old hard drives.  

Data Security Kits
Performing vital tasks like printing, scanning, and copying leaves an imprint of latent sensitive data on a system’s hard disk. A data security kit improves document security by impeding unauthorized access and activity on the system’s hard disk. Data encryption, overwrite capabilities, and more keep your sensitive data secure.

Document Management Security Settings
Not only does a document management system help to implement more efficient workflows and facilitate greater organization, but it can also help to keep documents more secure than ever. Access control within the document management security settings can help to establish authorized individuals for certain documents while barring access from anyone else. This ensures that only qualified individuals can view, edit, and manage sensitive information.

Call Centric Business Systems for All Your Office Management Needs
At Centric Business Systems, we have the experience to optimize your document workflow and office technology environments. We provide the latest products and solutions available in our industry to fit your organization’s needs. Give us a call at 877-902-3301 or send us an email at info@centricbiz.com to learn more about how we can help optimize your organization. Be sure to also follow us on Facebook, Linkedin, and Google+ for more updates!

April 07, 2017

Administrative paperwork can slow down office productivity and frustrate staff. Today’s technology allows organizations to improve document workflows and their associated processes, while lowering costs and optimizing efficiency. Digital workflows are processes that speed up and organize your regular work routines. Instead of searching through paper files for a specific document, an optimized document management system can retrieve that document instantaneously. Read on for the five key ways that implementing a digital workflow helps to improve efficiency.

Insight into Business Processes
Workflow software allows users to check on the status of an authorized process. You can see if your vacation request was approved or submit an expense report to your manager and obtain real-time updates. In addition to optimizing their processes, managers are able to obtain valuable insight into the workflows of their organization to identify opportunities to streamline operations.

Document Routes
No more losing paper documents! Digital workflow software prevents lost documents and ensures that the right people receive the right information, at the right time. It allows you to retrieve, review, revise and send documents with just a couple of clicks. You can even track the document through each stage of the process, receive updates when a task is complete and send notifications when too much time has lapsed.

Approvals
Do you have documents that require review? Make sure that the right person receives your document and get real-time approval. In a pinch? You can also attach an urgency level so that action is taken immediately.

Audit Power
Documents stored in a workflow management system track and maintain every interaction at a user level. You can improve your quality management system, ensure compliance and fly through audits with document and process management capabilities. Process automation will convert your data into actionable information. It allow users to easily and effortlessly extract, process and organize information. By defining the workflow of a document, automation can improve the availability of your business information and drive efficiency.

Call Centric Business Systems for All Your Office Management Needs
At Centric Business Systems, we have the experience to optimize your document workflow and office technology environments. We provide the latest products and solutions available in our industry to fit your organization’s needs. Give us a call at 877-902-3301 or send us an email at info@centricbiz.com to learn more about how we can help optimize your organization. Be sure to also follow us on Facebook, Linkedin, and Google+ for more updates!