Blog Archive
March 23, 2017

Acquiring and managing the printers, copiers, and other equipment your office needs can be a huge hassle. There are so many frustrating problems you can run into: not getting the right amount or type of equipment, having to deal with broken equipment, and spending extra time managing equipment. Managed print services (MPS) solves all of these problems with personalized, expert service. If you’re still on the fence about investing in managed print services, then here are 4 reasons that might change your mind.

Cost Management
Do you keep track of the cost of printing and copying? Ink, paper, acquiring copiers and printers, and maintenance all add up. In fact, the cost of printing is generally around 1-3% of annual revenue for most businesses. That’s the third highest expense, right after payroll and rent!
There are so many ways that managed print services can keep your costs under control. First, an MPS contract will give you a standard monthly bill that you can budget for, rather than have to scramble when there’s an unexpected, expensive repair. Second, a MPS will be able to evaluate your needs and provide you with the exact supplies you need for your printers so that you don’t end up with a surplus of unneeded supplies. We can also provide you with a future plan, which accounts for the life expectancy of your equipment and helps you to plan for replacements.

Less IT Pressure
Who fixes problems when your printers aren’t connecting to the network or something breaks? Your in-house IT team. This takes them away from more important work that they could be doing. With managed print services, we come to you to fix any problems you’re having with your fleet, leaving your IT team to focus on what they do best.

Security
Hackers are a constant threat, so your security must be constantly maintained. In fact, small businesses can be targeted because they often don’t have the same resources to protect themselves that large companies do. Printers and copiers can be a point of access to your network that, when unguarded, can pose a danger to sensitive information. Managed print services use encryption, hard drive wiping, pull print, security protocols, and more to keep your data safe.

Workflows
Managed printing means more efficient workflows. A MPS can help you to configure workflows to streamline daily workplace routines. For example, a program can be installed that reads a scanned page and automatically sends it to the right department or triggers a chain of actions that would otherwise have to be done manually. This saves a lot of time, which in turn saves money!

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, Linkedin, and Google+ for more updates!

March 16, 2017

If you’re in the market for a good document management system, then there are a few things you should know before you begin your search. We’ve outlined some basic information that you should know about document management systems to help you choose the best one for your business.

What is a Document Management System?
You can think of a document management system as an electronic filing cabinet. It stores all of  your files digitally, while also offering a few functions that a regular filing cabinet doesn’t. You’ll be able to:

  • Store a wide range of documents types, including word-processing files, PDFs, spreadsheets, and more.
  • Easily search all your files by keyword.
  • Put access restrictions on certain documents.
  • Track edits that are made to documents.
  • Retrieve older versions of documents.
  • Access documents from a computer, laptop, tablet, or smartphone.
  • Improve your workflows and increase productivity.

Self-Hosted vs. Cloud-Hosted
There are two main types of document management systems: self-hosted and cloud-hosted. Both have their own benefits as well as drawbacks.
A self-hosted system is hosted on your company’s servers. This is a great option for smaller businesses, because you will have more control over your system and won’t have to rely on the Internet to keep the system working. However, you have to make sure that you can afford the installation costs for the system as well as make sure that you implement a backup system.
A cloud-hosted system is hosted remotely by a provider and accessed online. You won’t need an IT team to install and manage a cloud-hosted system, and you’ll be able to access your system wherever you have a network connection. However, if the Internet goes down, you won’t have access to your system. You’ll need to put effort into choosing a reliable provider who you can trust to have minimal and scheduled downtimes.

What to Look for in Your Document Management System
Every business has unique needs. How do you choose the best document management system for your business? Here are a few things to look for:

  • File structure: Choose a system that offers an easy-to-use file structure that your employees will understand.
  • Searching: Make sure that the document management system you choose offers various ways to search for files; you want to be able to search for files based on the titles as well as the content of the files.
  • Integration: The right system will easily integrate with the programs you’re already using, such as your email application and your customer management software.

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.

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, Linkedin, and Google+ for more updates!

March 09, 2017

High-speed production printing has come a long way in the past decade. From humble beginnings as transactional printers used primarily for black-and-white applications, high-speed production printing has now entered the realm of full digital color printing. In fact, many offices utilize in-house digital color printing on a daily basis. Let’s take a look at how digital color printing became such an essential part of office workflows and explore how it will improve in the future.

Paper
Did you know that paper can be optimized for high-volume printing? After installing a high-quality printer from Centric Business Systems, you’ll be able to use many different varieties of paper for different effects. As the demand for a larger variety of paper options has increased, so the technology of paper production has improved. New paper types have even been developed for specific types of inks. Innovations in paper technology have allowed for faster, better printing and a wide range of options that you can easily provide to your customers or use yourself. No matter what type of paper you choose to use, a printer from Centric Business Systems will be able to handle it for stunning results!

Ink
Just as paper has evolved, so has ink. Options for dyes, pigments, MICRs, and other inks have exploded over the past decade. Progress in ink production and a wider variety of inks available means that digital color printing has become increasingly vibrant and detailed. Color prints can now incorporate more subtle tones and shades than they have before. The diversity of available inks means a growing number of applications that are available for consumers.

Color and Ink Management Tools
When you need accurate color and consistent production for a print job that is repeated on a regular basis, then you can benefit from color and ink management tools. New controllers and workflows make color management easier than ever. Not only can you rely on consistent quality with established workflows, you can also estimate how much ink a job will take and plan ahead. Some ink management tools even allow for ink to be tracked as a job is printing!
New papers and inks mean that color limitations are a thing of the past. Not only is it easier than ever to have high-quality color printing in-house, you can also improve office efficiency with print management tools. The future of digital color printing will see in-house color printing and print management tools as an essential facet of every office.

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, Linkedin, and Google+ for more updates!

March 02, 2017

Imagine trying to locate one specific photo on your computer that was taken five years ago. If you don’t have the right tools, this could take a very long time. But with a digital workflow that utilizes document management software, you can cut this time down to seconds. Let’s take a look at how digital workflow from Centric Business Systems can boost the efficiency and productivity of your business.

What is Digital Workflow?
A “workflow” is any system of getting things done. You probably have a workflow for everything from changing the oil in your car at home to creating an annual report at work. When it comes to workflows at work, you have to ask yourself this question: “Are my workflows as efficient as they could be?”
A few decades ago, almost everything was done manually. If you needed something, you filled out a form and submitted it to the correct person, who would then file that form, where it would go to another department, etc., etc. This is an example of a manual workflow.
A digital workflow speeds up the everyday processes of an office. Rather than submitting that form by hand, you fill out the form online, which automatically delivers it to the right person and marks it off as “done” at the same time. There are many ways that implementing digital workflows in your office can speed up production and other daily routines.

How Can I Use Digital Workflows in My Office?
So, how exactly can digital workflows be implemented? You may already be using digital workflows in your office; you may also have room to implement more digital workflows as well. Here are a few things that a digital workflow can improve:

  • Images: a digital workflow for your images allows you to save certain post-processing settings as well as organize and backup all your photos for easy access later.
  • Printing: You can save certain print settings on your printers so that employees can print exactly what they need at the click of a button.
  • Document management: Quickly access documents and files with a sophisticated document management system that organizes your files and converts paper documents into digital files.

There are a myriad of uses for digital workflows! Get in touch with Centric Business Systems to personalize a digital workflow solution for your business.

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, Linkedin, and Google+ for more updates!

February 23, 2017

You spend a lot of money on equipping your office with the best supplies and equipment. It’s unfortunate that the fancy laser printer in your office won’t do full bleed printing. Or will it?
What most people don’t know is that there are ways around the rules of printing that will allow you to achieve that much-desired edge-to-edge printing. Here are a few hacks that you can try with your own office technology.

Go Big
An easy way to achieve full bleed is to print onto a paper that is larger than you want the finished product to be. After your material has printed, use a paper cutter to cut away the excess edges. This may not be the best solution for large print jobs, but it’ll work in a pinch!

Use the “Edge to Edge” Print Option
While the fuser technology in your Ricoh laser printer won’t allow for a true full bleed, you can still get pretty close. Select the “edge to edge” option when printing, and your image will have full bleed on two of the four sides. This is because the fuser inside the laser printer still has to have contact with two sides of the paper to move it through the printer. However, just cut off the remaining two sides, and you’ll have a full-bleed product!

Integrate a Border
When your printer is unable to do a full bleed, you may find that it doesn’t need to. Some designs look great with a border. If your design is actually improved with a border, then your work is already done!

Purchase a Wide Format Inkjet Printer
If you often find that you have a need for large, full bleed materials--like posters and flyers--then it may be worth it to invest in a wide format inkjet printer for your equipment fleet. Wide format inkjet printers have an impressive range of capabilities that don’t stop at just full bleed printing. You’ll also be able to enjoy outstanding print quality and more paper options, from photographic and canvass to gloss and adhesive!

Invest in In-House Production Printing
We covered the many benefits of in-house production printing in last week’s blog. Although production print machines don’t have the ability to do true full bleed printing, they are able to print with extra image around the edges on a larger sheet. For booklet making, the materials can be automatically trimmed in-line, producing a full bleed output. This option is great for companies that often print large jobs that require full bleed printing. And don’t be fooled, in-house production printing is often must less costly than many people think!

Call Centric Business Systems for All Your In-House Production Printing 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.

February 17, 2017

Does your business utilize a print shop for your production printing? If so, you’re likely losing a lot of money.
Aside from the standard markup on professional printing products and services, you’re also losing money when you have to have items reprinted. How often do you get newsletter or flyers back from the print shop only to discover a typo or the wrong color or paper? A print shop just doesn’t have the intimate knowledge of your company that you do. Moving your production printing in-house ensures that every single item you print will be exactly up to your standards. And it saves you money!
Those aren’t the only reasons to switch to in-house production printing. Here are 6 professional print capabilities that you can achieve yourself with in-house production printers from Centric Business Systems.

Image Quality
Your brand colors are meant to be instantly recognizable and invocative of your business. If the colors are off, you compromise that essential brand recognition. In-house print production keeps colors consistent across all platforms, and you’ll easily be able to keep an eye on all processes to make sure everything is coming out the way you want.

Paper Stock Variety
How many times have you had to settle for a run-of-the-mill paper quality? Or found a perfectly-textured cardstock only to find that the print shop doesn’t have enough of it to complete your order?
Different types of marketing materials look best on different types of paper stock. With in-house production printing, you’ll have the opportunity to select from a wider variety of paper stock.

Cut Back on Waste
How often do you have to throw away a bulk order of printed materials because there was a mistake? It’s estimated that 9 trillion pages of printed materials are wasted each year due to mistakes. If you switch to your own production printing, you can save up to 20% of your printed materials, which makes in-house printing a more environmentally-friendly option, not to mention less expensive!

Compliance with Regulations
If you work in a regulated industry, you may be breaking regulations when you outsource printing jobs. It’s impossible to tell who has seen sensitive documents, and many print shops use unsecure networks to send and receive files for print. With in-house printing, you know exactly who has access your documents, and you don’t have to worry about the middle man.

Reliability
Need a job to go out the door at the last minute? What do you do if your print shop is closed?
With in-house production printing, this will never be an issue. Simply print off your materials yourself! No wait, no stress.

Workflow
Did you know that you can create your own presets? Save complicated workflows as presets for different departments to use. The printing process will be simple for every team member who needs to print their routine materials!

Call Centric Business Systems for All Your In-House Production Printing 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.

February 09, 2017

Interactive Whiteboards are commonly thought of in an educational framework. Indeed, they can enhance classroom environments by improving opportunities for interactive learning, lesson retention, and learning style adaptation. However, in a professional environment the Interactive Whiteboard is still underrated. Particularly in fields where collaboration is an integral part of operations, such as in not-for-profit organizations, mediation offices, charitable organizations, and various other environments that revolve around bringing people together to solve problems, this tool can vastly improve your productivity. Interactive Whiteboards can boost communication and engagement in meetings, improve the use of documents through effective annotation, and expand the range of interconnectivity.
Boost Communication and Engagement
One-way presentations are only as good as the people who create and/or present them, and have limitations that can immediately make themselves known in a meeting environment. Once an audience is tuned out, you have lost them forever. Interactive Whiteboards allow for improved presentation and audience engagement, because it is a fully collaborative tool. You can also benefit from Interactive Whiteboard use in distance collaboration through video conferencing and screen sharing with remote attendees. The whiteboard and associated tools make it easy to instantly share everything that was brought to the meeting, and everything that came out of the meeting.
Improve Document Use
Rather than presenting your information in a static unchangeable manner, you can involve everyone in your collaborative process in the creation of a living, breathing document. No multiple versions to wield, simply make the changes as they arise through immediate and effective annotation. And we’re not just talking side-notes and doodles, tools can include links, 3D modeling, graphs, and much more.
Expand Interconnectivity
Interactive Whiteboards can be connected to smart devices easily through applications suited to IOS and Android, so if one of your project participants is on the road they can still make effective contributions to your collaborative process. Listening in on a call as you’re sitting in a cab is one thing, being able to spontaneously add an idea to the table from your on-the-go environment is quite another.
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.  

February 03, 2017

 
When organizations and companies make a concerted effort to improve the environmental sustainability of their business practices, going paperless is often at the top of the list. It’s true, going paperless has numerous benefits both economically and environmentally, so it is always an option that Centric Business Solutions can help you explore and implement. However, if your ultimate goal is to go as green as possible, the reality is a bit more nuanced. There are energy use implications inherent to digital media production, so going fully paperless may not be as friendly to the environment as you hope to be. As with most things in life and work, balance is key. There is always a cost to doing business, but with a carefully managed printing setup you can reduce the environmental cost through avoiding paper waste, adopting modern technology, and potentially reducing your carbon footprint.

Avoid Paper Waste
As previously stated, going fully paperless isn’t always a fail-safe greenest option. There are environmental implications for both paper use and digital media production, so rather than cutting out one or the other, instead ensure that both options are used as carefully and intentionally as possible. There is a vast difference between paper use and paper waste. When a printing environment yields an inconsistent product or is difficult for staff to operate, that’s when stacks of misprints end up in the recycling bin without ever having served their purpose.

Adopt Modern Technology
Printing technology is always improving, and the systems that are engineered today not only prioritize business environments, but are also designed for smart energy use. Recycling old equipment and replacing it with newer machines can have marked energy benefits. Additionally, in a managed printing environment you have access to cartridge recycling programs that prevent these potentially toxic materials from being disposed of incorrectly.

Reduce Your Carbon Footprint
In today’s global environment, conducting business with faraway partners is a daily reality for many professionals, especially here in the Mid-Atlantic region. Sometimes there is no better way to collaborate than getting into a room together, but air travel is a major source of greenhouse gas emissions. A robust office technology environment can improve and enhance distance collaboration, so that you don’t need to get on a plane every single time something needs doing.
Here at Centric Business Solutions we will take the time to listen to your goals, and if improving your environmental practices is among those goals, we can help. Contact us (http://centricbiz.com/contact) today so that we can analyze your operations and determine what solutions we can offer, so that you can achieve an optimal business performance in an environmentally friendly way.  

 

January 11, 2017

 
An organization should be regarded as a living entity, one that constantly grows and evolves to stay healthy and continue to thrive. When busied with high-priority tasks, it can be easy for organizational leaders to place a workflow analysis on the back burner, and understandably so. If things are working, they’re working, right? However, the age-old tenet, “if it’s not broken, don’t fix it”, can greatly inhibit your competitive edge in the bustling East Coast business environment.  
At Centric Business Systems we understand that you may not have the time to analyze your workflow on an in-depth level, but we can help you maximize your systems and ensure that your technology is doing everything it should to support and enhance your operations. From Washington DC to Philadelphia and everywhere in between, we can help you not just stay on top of the game, but ahead of the game. A workflow analysis can cut costs, maximize efficiency, and determine equipment redundancy

Cut Costs
Centric Business Systems can determine ways for your organization to cut costs through implementation of new or updated technologies, management of your document services, pursuit of a paperless environment, and establishment of a printing environment that can potentially increase revenue.

Maximize Efficiency
We can help you assess your office environment to ensure that the technology with which you are equipped is sufficient in numbers and capacity to support your staff. You don’t want your team members waiting in a printing queue before they can move on to their next task, or getting frustrated with inconsistent reliability.

Determine Equipment Redundancy
Are there dinosaur printers or other obsolete pieces of equipment cluttering your office space? Chances are that with the constant improvements made to printing technology and document management, there are options you’ve never even heard of that can do the job of five old-timer tools. We can help you determine where your technological redundancy lies, and outfit you with the most efficient setup for your unique business needs.
At Centric Business Systems, we have the experience to help you determine what your organization needs, and the latest products available in the office technology industry to meet those needs. Give us a call at 877-902-3301, send us an email at info@centricbiz.com, or fill out our contact form to learn more about how we can help your organization run better.

 

December 29, 2016

At Centric Business Systems, we help companies and organizations streamline their printing practices with customized office technology solutions. The benefits of in-house document management are numerous; yet when it isn’t intentionally managed, document quality quickly becomes an afterthought in today’s fast-paced and bustling business environment. A lack of prioritization can lead to inconsistent products, ineffective branding, and loss of revenue.

Inconsistent Products
When faced with a crucial project deadline, your team will likely not stop to think about paper weight when sending a final document to print. However, if you have multiple printers in your office with differing toners and paper handling capacity, you can end up with several versions of the same document. Inconsistency can lead to an unpolished presentation, so while the in-house casual approach saves money upfront, it undermines your business in the long run. When you contract with Centric Business Systems we take the time to review every aspect of your operations, and determine the best line of compatible products to outfit your company. Our office technology solutions ensure that when you send a document to print it will look the way it needs to look, every time.

Ineffective Branding
Branding is about much more than a logo and a color scheme, it is about the full experience of working with your company. You want your clients and partners to feel that every aspect of your operations is first-rate so that you can build and maintain a stellar reputation based on quality. So, ensure that every aspect of your presentation upholds that standard. Document presentation is an important part of quality branding, and therefore so is document management. When you invest in a relationship with Centric Business Systems, you invest in your brand.

Loss of Revenue
When printing services are improperly managed, it means that you cannot adequately calculate that cost of doing business into your annual budget. We provide printing solutions that allow you to code your printing services to specific projects, so that you have the option to invoice for that cost if appropriate, and so that you can carefully track your expenses. It may seem like nickle-and-diming, but each printing cost significantly adds up. Don’t believe us? Let us sit down with you to determine your annual printing cost based on volume. By contracting with a managed printing service provider the money you save can vastly outweigh the initial expenditure.
At Centric Business Systems, we provide organizations with customized solutions that streamline operations and maximize efficiency. We offer more than just office technology; by combining top-quality products with outstanding service and customized solutions, we bring peace of mind and a partnership to help you meet your goals. Serving clients throughout the Mid-Atlantic region, we have the products, skills, and experience necessary to maximize the efficiency of your document management environment.