Don’t Make These Mistakes When Buying a Printer

cheap printers, duplex printers, large printers, Printers, single function, , , ,
07
Aug 2018

A printer is crucial in business, but getting the correct one is even more important. As there are so many available, though, how do you get the right one?

Almost every printer is different and the variance across the industry is immense. And, don’t forget, every organization will have a unique set of needs for their printer to meet. Choosing carefully, therefore, is the order of the day as the incorrect printer can soon affect your productivity. Many organizations, though, fail to choose carefully and, instead, make the same mistakes time and time again.

As we want you to get the right printer for your needs, we’ve put together a list to make sure you don’t make these mistakes when buying a printer.

Going Cheap

Budgets can be tight for small to medium businesses, but you should never skimp on costs when it comes to technology. A printer from the lower end of the price range may help your costs in the short term, but it’s more likely to go through toner as if it’s going out of fashion. And then there are the many, many maintenance issues associated with cheaper printers. Pay a few more dollars, though, and you’ll find that you end up with a more efficient printer and one where malfunctions are rare.

Buying a Single Function Printer

You can save valuable office space by investing in a multi-function printer rather than a machine which purely prints and does nothing else. For example, a printer which also doubles up as a scanner can allow you to save even more real estate by making electronic copies of documents rather than filing physical copies. Anything which makes your organization more efficient should never be ignored and a multi-function printer can make a huge difference.

Too Big

Professional level printers can be rather large and bulky items, so it’s vital that you have room in your organization to house it. Many businesses order up a printer and assume it will fit where they need it, but then find out it’s too big. All it takes, however, is a quick bit of research on the dimensions of the printer you’re buying and a tape measure to ensure you have the relevant space. This saves you valuable time in terms of sending an incorrect printer back and reduces any downtime in printing for your organization.

Not Picking a Duplex

A duplex printer allows you to print on both sides of a sheet of paper and requires no manual intervention to flip the paper over. This may sound a fairly minimal feature, but there are powerful benefits associated with it. Printing on both sides of paper allows you to save paper and energy, so the extra cost of a duplex printer will soon pay for itself. And, if you’ve ever tried, to print on both sides paper manually, you’ll know it puts a severe strain on your time resources and results in seeming endless amounts of wasted paper.

For more ways to secure and optimize your business technology, contact your local IT professionals.

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The Best Practices for Securing Your Printer

Printer Security, Printers, Security, Security Threats, , ,
31
Jul 2018

A printer may seem like a fairly innocuous piece of hardware, but it’s this assumption that makes it a major security risk. Therefore, it needs securing.

In a business, it’s likely that every single printer is networked. And, if something’s networked, then it represents a way into your network. Printers have been being hacked for decades, but it’s not as common as other threats such as malware and viruses. Accordingly, the average PC user in your organization is likely to be unaware of any security risks relating to that printer in the corner of the office.

However, there are plenty of risks and you need to understand what these are and how you can secure your printer and protect your network.

What are the Security Risks Associated with Printers?

When you’re working with printers, you need to be aware of the following security risks:

  • Back Door Access: Any piece of hardware on your network presents an opportunity for hackers to get a foothold in your network; printers are no different.
  • Print Data is Stored: A significant amount of print data is stored on internal memory within the printer and this can compromise the security of confidential data.
  • Susceptible Settings: Print settings can easily be manipulated to print to different locations and alter content during transmission to the printer.
  • Unsecure Documents: Printed documents can easily sit on printer trays for hours in a busy office and this is a major security risk as anyone can access them.

As you can see, there are myriad security issues related to printers, but how do you go about solving these threats?

Making Your Printer More Secure

Thankfully, there are simple and easy to action steps you can take to make your printer more secure:

  • Always Install Updates: As with all hardware, installing updates is one of the most crucial steps to take when it comes to securing hardware. All it takes is for one update to be missed for your printer to suddenly become vulnerable to new threats. It may seem fiddly and time consuming to install security patches, but it’s a lot easier to deal with than a compromised network.
  • Use Swipe Cards to Print: The best way to ensure that the correct people are picking up the correct documents from the printer tray is to employ swipe card authorization. For example, if one person in the office sends a spreadsheet to the printer, then it will only be printed once their card is swiped at the printer. This ensures that documents will not sit on the print tray for long periods.
  • Decommission Printers Correctly: When it comes to decommissioning printers, it’s vital that internal memory and hard drives are wiped. Once wiped, they should be destroyed to maximize the security of any data stored on them.
  • Limit Access to Settings: Access to printer properties and access settings should be tightly restricted to minimize disruption to the print network. A receptionist, for example, should have no need to install new drivers or disconnect printers from the network. All they’re likely to need access to is whether something is printed in color or black and white. Only IT professionals should have access to more complex, operational settings.

For more ways to secure and optimize your business technology, contact your local IT professionals.

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The Best Practices for Buying Small Business Computers

Best Practices, Best Processor, Maximum RAM, Operating System, Small Business Computers, , ,
24
Jul 2018

 

Small businesses need computers just as much as multi-global corporations do, but the way they go about choosing them is a little different.

In a small business, for example, consistency is more likely to be required across the board. In a larger business, however, there is bound to be more diversity required, especially in terms of the technology required for different departments. Therefore, choosing a computer for a small business needs to be approached in the correct manner to ensure you get the technology for your needs.

To help you get started, we’ve put together a quick list of the best practices for buying small business computers:

The Best Processor is Key

If you want your business to remain competitive then you need to make sure that your PCs have the best processors you can afford. After all, the driving force of your PC and what it can do comes straight from the processor. It may be tempting to drop 0.5Ghz from your processor to save costs, but this can cost you more in terms of productivity due to the drop in power.

Settle on One Operating System

For a small business, there’s no need to start working with multiple different operating systems such as Microsoft Windows, Apple Mac OS and Linux. Windows and Mac OS are fairly similar in terms of function, so investing in multiple licenses for these different systems can soon rack up your expenses. Instead, stick to either one or the other as this also minimizes internal training costs.

Get the Right System for Your Needs

A good business PC can remain in use for at least five years, so you are going to get a lot of use out of it. And that’s why you need to make sure it’s the right one for your needs. In-depth research needs to be carried out on your existing PCs to see what they can and can’t do. Once you understand their limitations and your needs, you can begin to search for models which solve these issues. This keeps your workforce happy and guarantees that you won’t have to buy a new range six months later when they don’t gel.

Don’t Cut Costs

Cheap computers are the last pieces of equipment that your organization wants. What you need are computers that pride themselves on their quality and lack of technical issues. Time is money and a cheap computer will end up costing you a lot of downtime. It may make your bank balance wince, but the productivity boost that a more expensive PC brings is more than worth it.

Fill All Available RAM Slots

When you’re buying a new PC, it’s important that you make sure all its RAM slots are filled to give you the fastest performance possible. Often, some of these slots are left empty to allow for future expansion. However, the best time to expand is at the point of purchase rather than a couple of years down the line. Speak to your dealer and ask them to ensure that you have the maximum amount of RAM affordable.

For more ways to secure and optimize your business technology, contact your local IT professionals.

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How to Avoid the Most Common IT Mistakes in Business

Backup Strategies, IT Mistakes, Printers, Tech Support, Technology Disposal, Training, , , , ,
17
Jul 2018

IT can be a complex area to tackle at the best of times, but there are certain mistakes which can be easily avoided through vigilance and understanding.

Maintaining, securing and purchasing technology for your organization requires a lot of knowledge due to the range of procedures and procedures involved. Thankfully, this knowledge is usually in place, but you would be surprised just how many silly mistakes still manage to slip through the net. And these mistakes, although seemingly minor, can sometimes have severe consequences.

To help you avoid these pitfalls, we’ve put together a guide on how to avoid the most common IT mistakes in business.

Printers are Important

Despite on-going calls for ‘paperless’ offices, the reality is that organizations still need to print. And where there’s a need to print, there’s a need for printers. However, far too many organizations fail to understand that researching a good printer is crucial. A cheap printer, for example, may seem the best way forward for a small business, but the amount of toner it wastes and the maintenance involved could soon end up costing more than you had bargained for. Therefore, thoroughly researching what the available printers can do and how well they can do it is vital.

Poor Training for Employees

Your employees need to know how to use the technology they’re working with, so regular training is key to avoiding technical mishaps and maximizing productivity. An employee who knows how to get the best out of the technology they’re working with is relatively rare in most organizations, so stay ahead of the competition by proving in-depth training and refresher manuals.

Not Sticking to Backup Strategies

A good organization is one that has a fantastic backup strategy, but a fantastic organization is one which sticks to its backup strategy. Sure, it may feel time consuming to back up your data to multiple sources and the costs involved can soon be felt by your bank balance. Nonetheless, the relief at being able to restore your data and keep your organization running is surely more preferable to your business grinding to a halt, right? And that’s why sticking to your backup strategy and ensuring that all the processes are regularly followed to the letter is important.

Not Disposing of Technology Correctly

Obsolete technology can soon become a burden on the available real estate within your organization. Disposing of said technology, then, is paramount to a functioning workspace. It’s not just as simple as chucking those old servers out with the trash though. Not only are there potentially dangerous components and chemicals contained within, there are also significant chunks of potentially sensitive data. Thorough cleaning and wiping of all data is highly recommended before you hand the technology over to a specialist firm to destroy securely and safely.

Lack of Tech Support

In a digital age where technology is advancing at a rapid pace, it makes sense to have tech support available at all times. Many organizations feel as though they can handle most IT problems without dedicated staff, but this is a dangerous step to take. It may feel cost effective to rely on a limited amount of knowledge and resources, but there are daily issues for even the smallest businesses which require an IT professional. With a reputable tech support team in place, you can ensure that all issues are dealt with quickly and correctly.

For more ways to secure and optimize your business technology, contact your local IT professionals.

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5 Best IT Practices for Small Businesses

Backup, IT Best Practices, Power Protections, Security, Technical Support, Updates, , , , , ,
09
Jul 2018

It’s important for small businesses to make the most of their IT capabilities, so understanding what the best IT practices are is paramount.

If you can implement the right IT practices in your organization then you’re clearly a smart thinker as it can only lead to increased productivity. However, for a small business this isn’t always the easiest strategy to formulate. The cost of investment can often restrict your use of brand new technology, so you need to be a little bit smarter. And the good news is that costs can be kept to a minimum.

To help you get started on getting the best out of your IT, I’ve put together a list of five best IT practices for small businesses.

  1. Backing up the Right Data

Backing up data can be an expensive process. Not only is physical storage costly, but cloud storage can soon start totting the dollars up. However, this is all dependent on the amount of data you want to back up. Therefore, if you can reduce the amount of storage you need to backup, you can reduce your storage costs. The best way to achieve this objective is by thoroughly researching how your data is used and determining exactly what you need to backup.

  1. Staff Security Knowledge

Cyber security should be a major concern for all businesses, but for a small business it’s crucial. With a wide range of new cyber-attacks such as ransomware and phishing emerging every day, the risk of your business operations being disrupted is high. Whilst firewalls and carefully secured, partitioned servers can make a huge difference, it’s even more useful for your employees to understand good security practices. All it takes is one malicious email to be clicked on to bring your organization to a halt, so ensure that regular refresher courses on security threats are conducted for your employees.

  1. Install all Updates

Keeping on the security theme, it’s essential that all updates for your software and hardware are installed as soon as possible. Once your IT equipment becomes even slightly out of date then it’s at risk of becoming vulnerable to hackers. However, if all the latest updates and firmware upgrades are installed, then you’re improving the defenses of your data no end.

  1. Good Power Protection

Your PC technology is important, so you need to ensure that it’s protected from the damaging effects of power outages and surges. Not only can these events reduce the lifespan of your technology, but they’re also capable of wiping data if they happen in the middle of a backup. To counter this risk, it’s vital that backup hardware comes with adequate battery support to keep backups running. Likewise, ensuring that your servers have reserve power supplies which are uninterruptible can help keep your data accessible and safe at all times.

  1. Provide Good Technical Support

Your business needs professional IT support, there simply isn’t any other option if you’re working with PCs. And when I say professional, I mean professionally trained and not a hobbyist who likes to tinker with their PC every now and then. Knowledge, after all, equals authority and when you’re working with complicated technology, you need as much authority as possible. Maybe this will be outsourced or maybe you’ll build an in-house team, either way it should be a priority for your organization.

For more ways to secure and optimize your business technology, contact your local IT professionals.

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