How to increase office productivity with Smart Printers?

Living in the technology oriented 21st century, we are surrounded by smart machines that help raise our productivity. These machines not only help us perform our daily tasks effectively but also do multiple tasks at one time efficiently.

Office productivity today does not only depend on the workforce but also on the essential equipments in our workplace. Among the necessities of today’s offices are printers, photocopiers, and scanners. But the twist that smart technology has added to these important machines is that it has merged the function of these devices and given us a multi-function printer.

Below are a few points that can persuade you for installing smart printers:

  1. Multiple functions.
    A smart copier offers you atleast four functions in one namely – Print, Copy, Scan and Fax. This means that you need not move from one machine to another just for the sake of collecting your papers. You can easily get your document printed, copied and scanned and even send it through fax to the concerned person. Reducing the to and fro time really adds to the enhanced productivity in your office.
  2. Improved productivity with less space.
    As just explained in the point above that a smart copier or a multi-functional copier allows you to perform four functions. This means that inspite of placing four different machines in your office; you can unclutter your office. When you can do all the important tasks in one device then you can obviously reduce the clutter and replace them all with a better and more efficient option.
  3. Offers productivity beyond boundaries.
    With the advancement in technology, the smart copiers also offer wireless commands. In simple words this means that you can connect to these smart devices without being physically attached to them. They have another added feature of being easily accessed from mobiles, tablets or laptops. This improves employee productivity as they can move beyond the office boundaries but still remain connected through cloud.

    Staying collaborated through cloud also allows your employees to access documents from any device and hence boosts their productivity even when they are not in the office.

 

Conclusion

Working with devices that not only boost productivity but also make remarkable difference in your workplace efficiency is the need of the hour. Staying abreast with technology and including such smart devices as a part of your office can make you a winner in business.

For any related queries, please feel free to contact us. MilkMan Toner Company is always delighted to help you.
 

Simple ways to cut down Printing Costs

Are you looking for ways helping in reducing your printing costs? Don’t worry. We have jotted down some simple yet important points that can help you save a lot on your printing costs. With little awareness and precautions in the way we use ink and paper, you can easily reduce the expenditure which is being incurred uselessly.
Here are 8 points to reduce your printing costs.

  1. Choose the right printer.
    This means that you need to know your printing needs and select the printer accordingly. Analyse what are your printing requirements in context with quality of the prints as well as their quantity. Print job requisites can easily help to guide you in selecting the right printer for your office.Ideal choices for:
    >Bulk Printing is a Monochrome Laser Printer
    >Often color printing is Color Laser Printer
    >Digital photos or rare printing is Inkjet printer.
  2. Print wisely.
    Printing wisely means that while printing for in-house communication or for ordinary communication, take prints in draft or economy mode. While taking prints from web pages, take a moment to remove any advertisements, unnecessary design and borders, which require quite a lot of ink.
  3. Use quality paper.
    For prints that are important for the organization, such as contracts or client presentations and even for digital prints or images, make sure to use quality paper. For a safer and longer life of your printer without much repairing and maintenance costs, using quality paper specifically manufactured by the manufacturer helps. As low quality paper jams your printer quite often and wastes paper as well as ink and this makes another slot for incurring repair cost.
  4. Avoid color prints.
    Avoid your prints in color which can be easily done in black and white. Getting simple prints instead of color ones can save a lot. As on comparing it might cost as much as 10 times of monochrome prints or even more than this.
  5. Refill with compatible ink.Sometimes to save the cost of ink cartridges, we choose to refill them with cheaper ones. This might turn out to be a disaster for the printer. Rather than saving your supplies cost, it may raise it with an additional cost for repair due to ink leakage, poor quality prints and even short life of cartridges. So it is advisable to use original ink within the warranty period and later you can shift to compatible generic ink.
  6. Print atleast once a week.Sometimes when you have rare printing requirements, your printer stays at rest for long. But when it is at rest, the ink gets clogged in the ink nozzles and the ink gets dried up. To avoid any such issues in your printer, do take one test print or normal print atleast one in a week.
  7. Use print preview.Print preview helps you to take a note of any irregularities or mistakes just before you command a print. This not only helps you make the correction in time but also save a print from going waste.
  8. Look for competitive prices.

    This is a very feasible and real thing that every business looks up to. No one likes to spend more for something of almost same quality. So, when you have determined to cut down your printing costs do look for a better bargain but don’t fall short of quality. If you don’t consider quality products for the sake of cost cutting then in the long run they might turn out to be higher causes of incurring expenditure.

Conclusion

We hope that these easy yet very effective steps will help you cut down your printing costs to a great extent.  Even trying duplex printing and going digital can help you save a lot of paper and go green.

For any queries related to printers, photocopiers and multi-functional printer, please feel free to contact us. Milkman Toner Company feels happy to serve you.

A Guide to Leasing Printer/Copiers for Start-ups

As we all know, starting up a new business is no simple task and any bit of help one can get these days, is surely welcomed. We all know printers and copiers are essential for the office but at the same time can be costly and swallow budgets without you really knowing it. They are costly when they break and buying toner these days at retail is insane!

To help you make the right decision for your needs, we’ve prepared this list of helpful steps to follow for ensuring you are making the right decision.

Steps to follow:                                                

  1. Define your needs.
    The very initial and most important thing that you need to do is to define your requirements. If your startup business is such that you require larger volume duplication or prints fairly regularly, then there is a wide variety of machines that cater to those needs. Maybe your organization focuses more on smaller production photo type color prints etc.Once you are sure of your needs, then you are ready to start making your decision.
  2. Research
    Once you are through with your requirements, next step you should follow is to do a little research and/or even visit your provider (if they are local…always call first). A good local company with a great reputation comes with experience and good trade practices. So, they would be the right place to help guide you on what models of machine might best suit your needs and likely fill you in on respective prices and cost. Purchasing is costly many times, so leasing is a great option!
  3. Consider rental options in terms of time

    a) Short term rentals
    Starting up is a risky affair. You are quite unsure on the probability of success and failure. Though short-term rentals are costlier than long-term contracts yet they are a safer route that you can take up when you not sure of the amount of usage that you will do. Within a month or two you can evaluate your usage and extend or upgrade the contract accordingly.

    b) Long Terms rentals
    Long Term rentals are less costly and have an added advantage of easy upgrading. Leasing helps you to stay up to date with the technology, that is quite a disadvantage in purchasing the equipment outright. It helps you to be innovative enough to take utilize the opportunity and will not leave your company be lagged behind. Flexible and cost-effective leasing solutions can surely lead you to be a successful businessman.

  4. Consider the benefits of leasing

    a) Low upfront costs
    Leasing helps in saving on the credit available with a start-up. This means that you are not expected to tie-up a hefty amount of your money in buying a photocopier which you can otherwise invest in your capital.

    b) Avoid Obsolescence.
    Obsolescence is a major concern for small businesses or for start-ups. Leasing offers an easy solution to avoid obsolescence. Another fact is that basic printers have lower rates of getting obsolete than that of printers with high technology features.c) Covered Maintenance costs
    Leasing comes with another major benefit of covering the maintenance costs within the leasing contract. Most of the providers offer maintenance costs included I the lease agreement or the same can be paid separately.

 

Conclusion

We have listed the step by step process along with some benefits of leasing a photocopier to help not only start-ups but also for established firms to consider leasing as an efficient method of acquiring equipment.

Should you ever have question or wish to discuss your printer requirements, please feel free to contact us. At Milkman, we’re here to help!

What matters most- Quality or Price of Cartridges

Have you been a victim of a cheap photocopier cartridge?

Then you can easily understand the discomfort of facing the downtime. Although we all look for good bargains but sometimes these unwise decisions claim to be costly affairs.

Talking about buying photocopier or printer cartridges, there are many low price alternatives available in the market. But their reality is visible after you start using it. Initially they seem to be fine but after a few prints, you may come to know the reason for which they were cheap.

In this blog we shall be sharing a few things which you should consider before buying new cartridges.

  1. Compare on time and various other factor.
    First of all know what cost are you paying for the original cartridges or quality cartridges presently. Notice the cost they are claiming for the cartridge online. Now compare not only the difference in cost of the two but also the time it will take to arrive you from the day of placing the order. If it arrives in time, then can you afford to wait for new cartridge in case it turns out to be defective or substandard?
    Other factor that you need to consider is the returns policy. Returns policy is very easily accessible for reputed companies. Study the return policy before making a purchase so that you are acquainted with all the aspects while returning the product.
  2. Call before you order.
    Before placing an order with a company for the first time, try talking to them. The way you are responded over phone can give you an estimate of how they respond to their customers. In case you don’t find any contact information of that company then you should drop the idea of buying from them.

    If contact number is available, then do make a call and try to find all the details that matters to you. Ask them about time taken to deliver to your location, clear your return policy doubts (if any), warranty of the product and even about the replacement policy for the same.

  3. Analyse the Deal.
    When you are through with all the things that affect your purchase decision, including the bargain or amount less payable, then you must analyse if the deal is worth to be made. In other words that if even if you are able to fetch a discount or you are paying 10-15% less than your current cartridge then is it surely going to benefit you. In today’s world time is money and if you lose time then you are definitely going to lose money.

 

Conclusion
Analyse the money saved in comparison with the time lost and even the substandard quality of product and after sales service. Carefully measure the disadvantages and benefits of saving cost.

At MilkMan Toner Company, we ensure to deliver you quality products and offer the best replenishment and maintenance services. You can contact us for more details. We are always happy to help you.

 

How to fix common Fax Machine issues yourself

Just like printers and photocopiers, fax machines have also become an essential part of your office. And same as printers there occur some common issues with fax machines as well which are disrupting but can be resolved at your own end.

Though fax machines are complicated machines with exquisite sensors and motors yet issues like paper jams, print quality issues, send but cannot receive and such other communication errors are some of the most common issues that are faced by the users. We shall share some troubleshooting tips for such common issues that you can fix at your end and save the money for technician’s visit.


Problem 1. Print quality issue.

Solution.Problems in print can be either too dark or too light a print or that of having lines and splotches on the prints. To resolve the too dark or too light issue you just need to make relevant settings in the density options for print in your fax machine.

For lines and splotches, the reason can be a damaged cartridge which is causing a leak or spill within your machine. This too can be rectified at your end. You need to access the document feeder area, take a strong clean cotton cloth and wipe that area. Also try to carefully clean all the moving parts.

Most important is the scanner slit glass. If the lines appear while scanning and not while printing then the problem lies in the slit glass. For this you need to remove the ADF cover and find a one inch by eleven inch glass. Look for any streaks or lines or anything stuck onto it and try to clean it gently with your finger and then with an alcohol swab.

But if the lines appear while you print the document then you need to access the printer door of the machine. If you find a bunch of dry black powder in case of laser printer fax machines and drips of ink in case of ink jet printer fax machines then you need to replace your ink cartridge and clean the area around.


Problem 2.Multi-feeding.

Solution. Multi-feeding is when the automatic document feeder has a stack of papers and it pulls more than one sheet of paper at a time. This is due to the wear out of a small part in ADF called separation pad. It has a function of separating each paper while it moves out for printing or copying. This means that you need to replace it which can put your fax machine back to work in a good condition. While replacing the separation pad you should try to clean the ADF feed roller as well for putting it to use like new.

Problem 3.Paper jams.

Solution.Paper jam is a common issue faced in printers as well as in fax machines. In small fax machines the target area to check paper jam is the ADF or the printing area whereas the bigger ones alerts you of the area of jam itself. The trick to remove paper jam is to access the respective area and pull the paper in the same direction in which it was supposed to move naturally. If you pull the paper in reverse direction then it may result in wear and tear of small wheels in your machine. Moreover removing the paper forcefully might also result in leaving behind scraps of paper behind and damage small gears in the machine.


Problem 4. Keeps ringing but do not receives faxes.

Solution.This issue arises when your machine does not have an auto receive function switched on. Check your user’s manual and turn it on or reach you operation panel and change the settings to auto receive on.

If you get connection errors on the fax machine then you should check whether it is well connected with the phone line, also check f the line connected has a clear dial tone. If still it shows an error then you must surely contact your manufacturer if the machine is within the warranty period and to the technician if it is not.


Conclusion

Rather than wasting time for the technician to visit and pay him for the visit as well you can easily troubleshoot these common issues at your end.

Hope this would help you a lot in increasing your uptime and productivity and earn more than spend more.

For any further assistance MilkMan Toner Company is always delighted for help you. Do contact us for any queries or details.

 

 

 

E-Maintenance of Canon Printers

Printers these days have become an indispensable part of homes, offices and big organisations. And in case your printer gets out of order due to any reason then the situation can definitely drive you crazy. But how about when your printer doesn’t break down? No down time? Yes, it is possible now with Canon E-maintainence.

It is an opportunity to take complete control of the working and functions of the printer and that too without adding to your administrative burdens. Canon offers a very effective and efficient way to manage, administer and maintain all of your Canon devices. This shall not only let you work more productively with your multifunction printers but also allows you to focus on other important tasks.

Diagnostic System
Canon brings an intelligent and smart Remote Diagnostic System (RDS) in e-Maintenance which sends an email to your service provider as or even before your printer develops a fault. It can also alert your deputed service provider if your device shows a predetermined erroneous outputs like repeated paper jams within a stipulated time or when the toner stock runs below the minimum level.

The automated inbuilt fault notification process is a very valuable and intelligent method to send an email to the service provider and let him quickly determine the most effective and fast way to resolve the issue. This enables the machine to keep working productively, reduce the repair visits and time by informing the service provider in time and helping him determine regarding right tools and parts to the right technician.
Consumable Management

In a very effective way to lessen your burden of managing consumables like ink and toner, eMaintenance automatically assesses the current levels of consumables available. And in case it finds that they are running lower than required level then it sends an automated re-order request to the respective service provider to replenish the stock at earliest.

This shall not only relieve you of running short of toner and ink but it also frees you of stockpiling gathered out of fear of last moment short-runs.


Efficient and cost saving

Canon eMaintenance is one of the most efficient systems which automatically records the meter readings, prepares accurate invoices and that too without any corrections.

Besides offering a guaranteed accuracy of maintaining bill readings, it helps you save cost of appointing a dedicated person to take counter-readings, to keep a check on consumables stock and above all it eases the burden of internal information technology resources.

 

Safe and Secured

Another important and worth specifying point in eMaintainance by Canon is that security and safety of the organisations has been taken into consideration. This system comes with an inbuilt email program which is meant to communicate with the service provider for stock replenishment, or regarding any fault being developed in the device.

This program allows only that information to be communicated to the service provider which is related to the photocopier. And even all this printer related information which is sent to the service provider is transmitted in encrypted form so that the safety of the organisation is not played with.

 

Feel impressed? It really is worth implementing in your organisation for optimizing the overall productivity. For any assistance and queries please feel free to contact MilkMan Toner Company.

5 Tips to resolve Canon Printers by yourself

Do you have a Canon Printer? Do you sometimes face the issues like slow printing, no printing, paper jams or faded prints in your canon printer? To your surprise all these issues do not need any professional but can easily be resolved by you in your workplace and without actually incurring any extra cost. In this blog we shall discuss all the routine troubles which you come across while using your printer and give easy solutions for the same.

  1. Slow Prints.
    Usually people complain of the printer being too slow to print. This takes nothing more than just a change in settings to be resolved. Actually this problem is faced due to the high quality instruction to the printer. If your task assigned to printer does not require prints to be of high quality, then you can change the settings for the same by either reducing the quality of print or by selecting the draft mode. And if you are printing directly from the web which includes pages with graphics can also reduce the speed which can be fastened by eliminating the graphics from being printed. In either case, not only the speed of printing improves but even the consumption of ink and toner is also reduced thereby extending the refill time for both.
  2. No Prints.
    If your printer doesn’t print even on giving a print command then it might be one of these reasons: loosened power connection, a long uncompleted task queue or assigned material might contain a huge number of photos or graphics. When you understand the reasons behind the issue being faced, you can easily resolve them. Like check the power connection properly for loosened one and give your command once the On switch shows a steady light and not a flashing one. For undeleted task queue, first delete these incomplete print jobs from the queue and then try to give your command once again.
  3. Paper Jams
    Paper jam alert is given by the machine when either one or two printing papers get stuck in the printer. This might happen accidentally. So you need not panic and simply turn off the printer and unplug it. Then very carefully and gently try to pull the jammed paper without touching the film or rail of the printer. Leave no bits of paper behind in the printer as it may cause more trouble.
  4. No Paper alerts.
    Sometimes the printer keeps on giving “No Paper” alarm time and again even if the tray has enough papers. This issue might be because of an alien object which might have entered the rear paper tray. It can be removed by switching off and unplugging the printer to remove it. This might also be because of improperly loaded paper. So you must consider to load the paper properly and check its edges even. Wrinkled, curled, thick paper or feeding paper which doesn’t match the paper size settings required for the file being put to print. If all the above are taken care and yet the problem persists then you must try cleaning the paper feed roller.
  5. Faded Prints.
    Faded or very light prints are a result of dried ink in case of an inkjet printer which is less frequently used. It can give you a faded print or horizontal lines or even spots in the prints. This happens as the print head gets clogged which can be resolved by running the printer’s utility program. Sometimes the light prints are also because the ink is almost empty. In this case you should refill the cartridges well in time to get quality prints.

With these small yet effective tips you can easily keep your printer running uptime for quite a long time and that too without the help of any technician. If in case these aforesaid issues are not resolved as self-help then you must not try to overdo the tricks and better call the technician for help. For any other information and assistance MilkMan Toner Company is delighted to help you.

Choose the right MFP

Multi-function printers are becoming quite popular among small business as well as large organizations. Being a multi-tasker including printing, copying, scanning, fax, mailing, stapling and more, these smart devices are becoming an indispensable part of offices.

They are highly efficient and convenient and as far as cost is concerned, it is equally economical as compared to stand alone devices.

We are here to give you a better understanding of types of MFPs and their specific functions.

  1. All-in-one MFPs.
    with the very basic functions of an MFP this type of All-in-one(AIO) is used primarily at home. It can copy, scan, fax and print and sometimes include software built to perform some specified task. They are usually networked printers which support wi-fi connections. Some of AIP printers have advanced functionality to connect to digital cameras, card-readers and some others also include DVD and CD burners.

    With varied sizes and capacity, come with multiple trays which cater to different functionalities including copying and printing requirements.

  2. SOHO MFP
    SOHO stands for Small Office Home Office MFPs. They are commonly seen as large desktop or separate standing units powered in small offices. Being a part of your business whether at home or at office, it performs some functions other than print, scan, copy and fax. With increase in size and capacity, these MFPs include document storage of simple ones and their retrieval.

    They also have duplex printing and copying, stapling and hole-punching as a part of finishing functions. As compared to All-in-one printers for home, SOHO are better in context of output and performance.

  3. Office MFP.
    When talking about an MFP for office, they are expected to do much more than just being an MFP. So these mid-sized free standing units constitute to be an indispensable part of your work routine. They offer you network document storage and also an ability to use customised software which synchronises with your work requirements.

    These not only avail a wide variety of advanced network scan destinations but also undertake the security compliance as a part of their role to authenticate authorised access, keep the stored information in encrypted form for the safety of confidential documents.

  4. Production Printing MFP.
    These are the MFPs which are used in organizations focussed on printing or in departments which use multiple methods of producing content. With high centralisation on printing requirements, these MFPs are built to offer high-quality and high-sped output. They also avail you of high-resolution DPI and a wide range of highly advanced finishing functions.

We aim to help you decide well for acquiring right MFP to meet your requirements. For any kind of queries or information please feel free to talk to us. Milkman Toner Company is always delighted to serve you.

Mobile Printing: A great help at your workplace

Getting mobile is the call of the moment. Becoming an indispensable part of our lives, culture and even most importantly business, mobile devices are ruling the world. Everyone seems like carrying a world in his/her hands in the form of a smartphone or a tablet. Mobile technology has worked wonders to make our lives more convenient with communication, shopping, navigation, reservations and much more.

In business as well mobile devices are proving to be a great help. We are going to focus on the convenience offered by mobile devices in printing. In busy offices, it is a part of routine to give command from your system, then move to the printer and get back to your desk. It seems like you have to keep moving to and fro for n number of times for important prints.

Challenges faced with this routine irritate you when you shut down your system and suddenly realise that you needed important documents to be printed. Or sometimes due to some technical errors your system gets stuck on something or is in the middle of any software update and you feel completely helpless. Having nothing to do except wait, your precious time is wasted.

To help you avoid such an unproductive routine, mobile printing is the solution. With mobile printing you save your documents on the secured cloud storage which you can access from your smartphone, tablet or your system or all of three. You just need to open an app in your device, access the important documents that needs to be printed and with just a tap you can most conveniently get you prints within a matter of seconds.

Some of the other advantages of mobile printing are:-

  1. Wireless Access in present day printers helps you avoid mess of wires connected with each system.
  2. With the data stored in a safe cloud form lets you print the required important documents from anywhere.
  3. Gives you access to get prints from any device like a smartphone, tablet or your system.
  4. You can even scan the documents from your smartphones and tablets and get them printed.
  5. Boosts the productivity and relieves you from the long waiting time.

 

Proving to be a great support in the busy office culture, mobile printing is helping everyone to get the documents printed just like a breeze. The usefulness of capturing, scanning, sharing and printing from your mobile devices enhances the overall productivity and empowers your employees to go mobile.

If in any case you need further information or assistance, Milkman Toner Company is always delighted to help you through.

A guide to secure your Business Documents while printing.

A business has a lot of things it likes to keep private and a lot more sensitive information which it needs to keep secured. But with modern day printing and easy access to all employees to print unlimited number of documents, a firm’s business safety is at stake. Where a major chunk of companies do not bother to keep a track of who is printing what, and what kind of sensitive documents are being printed without considering the security level, the business owners face challenges to safeguard their information.

With this blog we shall guide you to check if your printer has these features or if you are about to buy a new printer then do check them as safety measures. Presence of such features shall ensure security of your sensitive business information.

These are the features:-

  1. File Encryption.
    While buying a printer, you should look deeply into the feature called file encryption. This feature means that all files are encrypted so that the rest of the connected computers cannot have any access to the documents.

    It also means that after being printed the file is completely erased from the system and wiped away from the reach of any hackers.

  2. Authenticated Access.
    To ensure the confidentiality and safety of your sensitive data related to your business and clients, authenticated access is probably one of the best methods. Choose a printer that helps you spot corporate espionage and allow only authenticated users to access the printer by entering a password.

    With this you can not only ascertain a level of permission you want to grant to each employee’s profile for accessing the sensitive documents, but also it will keep a record showing the printing details of every employee.

    With authenticated access you can also overcome the flaws of mobile printing experienced in other regular printers. It gives you a whole log showing which document was printed by whom. This will help you keep a track of all your employees whether they are operating within the office or from mobiles.

  3. Duplicate copies.
    When an original document is sent to printer for printing, he or she is allowed to do so. The said document is kept in encrypted form and inaccessible space which could be accessed for any additional prints only when the original creator puts his or her password n.

    This feature again enables to avoid the malpractice of getting unlimited number of prints of some sensitive documents by jamming the printer.

All these above mentioned features when combined in a printer give you the best security against any leak out of corporate secrets or sensitive documents or client data.

We are delighted to announce that all these privileged features are a part of OKI printers. Being a pioneer I the industry, OKI aims to put you before self and consider your convenience and security as a priority while developing new products.

In case you want any more information on OKI printers, photocopiers or scanners, feel free to Contact us. At Milkman Toner Company, we love to hear from you, so please reach out if we can answer any questions or help in any way.