They don’t call it “the grind” for nothing. Today we’re working more than ever before while taking less time off. Breaks during the workday are often seen as a luxury rather than standard operating procedure, with many professionals forgoing lunch and eating at their desks instead. This relentless schedule leads to more stress, burnout, and a lower quality of life. It can also negatively impact performance and determine employee success or failure.

While you can’t control much at work, there are small steps you can take to manage your stress levels and prevent yourself from getting overwhelmed. One of these steps is utilizing frequent microbreaks during the workday.

What are microbreaks?
Microbreaks are short, voluntary breaks—anywhere between 30 seconds and 5 minutes—taken frequently throughout the day. This could mean getting up from your desk to stretch, taking a brief walk around the building, getting a cup of coffee, or stepping out to make a personal call. It doesn’t matter what you do during your break, as long as it serves to get you away from your desk, distract you, and interrupt your focus.

Why are microbreaks beneficial during the workday?
Microbreaks have positive effects on both your mind and your body. In fact, research has found that frequent microbreaks during the day can be just as beneficial as long breaks, if not more. These brief hiatuses enable us to disengage from work temporarily for the sake of our productivity. Microbreaks have been shown to reduce stress, improve concentration, keep energy levels up, have a calming effect on individuals, and take the strain off certain parts of the body. In addition, it’s well known that our sedentary lifestyles are bad for our physical health; getting out of your seat frequently each day will counter the ill effects of a 40+ hour-a-week desk job.

How to ensure you take your microbreaks each day?
Like anything, reaping the benefits of microbreaks is a matter of execution. We all know we’d be better off going to the gym several days a week, but putting that into practice and following through is another matter. Microbreaks take significantly less effort and commitment, making them easier to execute. To ensure you don’t get caught up in work and forget to take them, schedule calendar reminders during the day to alert you it’s time for a microbreak. Or partner up with a co-worker and set up regularly scheduled meetups. As with going to the gym, having a partner will increase the likelihood that you follow through. Perhaps the easiest way to stick to a regular microbreak routine is to drink a lot of water while at work. Doing so will ensure you get up and away from your desk regularly.

Work is stressful enough, and sitting at your desk all day without a respite doesn’t help matters. While you might not have time to take breaks or even a typical lunch, brief pauses taken frequently throughout the day will prove to be beneficial to your emotional, physical, and professional health.

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Whether your existing office copier is no longer up to the challenge, it lacks the latest, greatest technology available in newer models, or your business has expanded and you need another device to accommodate your workflows, you’re in the market for a new copier. Regardless of the reason, adding a new device to your workplace is a good thing. Upgrading to a newer copier will provide you with access to useful features that will improve the efficiency of your business processes, upgrade your document security, reduce downtime, and increase energy efficiency. However, the process of choosing a new copier can be challenging, balancing the number of options available and your office’s unique needs. But, fear not. Here are some things to consider that will help you make an educated choice so you’ll end up with a device that best suits your needs.

The first thing you should take into consideration when choosing an office copier is the amount of space at your disposal. Space is at a premium in many small- and medium-sized businesses, and some large multifunction printers (MFPs) can take up a significant amount of real estate. Identify the best location for your new copier—ideally where it is easily accessible for the employees that will be using it—and choose a device that won’t take up too much space or obstruct foot traffic.

When shopping for a copier, a major decision will be between a color or monochrome (black and white) device. While in a perfect world, every office would love to have access to color prints, every business has to pay attention to the bottom line. Color copiers are more expensive than monochrome devices, as are their consumables, since color machines require four cartridges (black, cyan, yellow, and magenta) while black and white use just black. So, unless you will be printing documents that will be distributed externally among clients or vendors, a monochrome copier will get the job done without breaking your budget.

Another decision you’ll have to make is whether to choose an inkjet or laser copier. Smaller businesses that don’t do large print jobs would be better served going with an inkjet device, which is designed to handle low print volumes and comes with a lower up-front cost. Inkjet copiers are capable of printing high-quality images and graphics while taking up little space in your office. Larger companies with high print volumes would benefit from laser copiers. These workhorses are capable of high-quality text at fast print speeds.

Finally, before settling on a new copier, something else you should consider is paper handling. If your office is going to do a significant amount of printing, you should opt for a device with a large paper capacity to eliminate frequent stocking of the paper trays. Constantly needing to add more paper to your device will slow down your workflows and frustrate your staff. And while you’re thinking of paper, consider the types of documents you’re going to print. If you only require standard 8.5” x 11” prints, an A4 copier will do; however, if you need to print larger documents, an A3 device that can handle paper up to 11” x 17” is preferable.

​​​​​​​Modern office copiers come with a variety of features, enabling you to narrow them down to the one that best suits your needs. While so many options can seem overwhelming, carefully considering your office space, your workflows, and the types of documents you intend to create will help you choose the one that’s just right for your office.

Call us today (246-538-9226) and have a RLM Specialist guide you through the best options that suit your personal, departmental and corporate needs.

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Despite the high cost of a cyberattack, many organizations continue to ignore a major security vulnerability that can pose a serious threat to their data: their printers. Modern printers have evolved into powerful solutions that can have a tremendous impact on workflows by automating manual tasks. These smart devices are essentially networked computers that serve as file servers in many workplaces. Like any other networked device, your printers must be protected against unauthorized access to keep your sensitive data out of the wrong hands. However, printers are commonly overlooked when it comes to security. According to a survey by Spiceworks, 43 percent of companies ignore printers in their endpoint security approach.

Like any other networked device, your printers must be protected against unauthorized access to keep your sensitive data out of the wrong hands.

While your office printer poses a security threat that should not be ignored, there’s no need to disconnect these venerable and valuable devices. Like any other risk, those presented by modern printers can be mitigated through awareness and diligence. Your printers can be secured through a number of security measures, such as firewalls, disk encryption, Secure Sockets Layers (SSLs), firmware updates, and regular patch management. Replacing older printers with newer models will also help protect your data, as these devices typically come equipped with embedded security features to help mitigate risks. Give us a call to make sure you’re covered and your system is protected.

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Document security should be a priority for any business to safeguard sensitive information and prevent it from becoming compromised. However, it is an even bigger priority for companies operating in the finance and healthcare industries, which face strict regulatory compliance requirements due to legislation such as the Sarbanes-Oxley Act (SOX) and Health Insurance Portability and Accountability Act (HIPAA). These regulations govern how organizations within these industries handle data, and failure to comply can result in strict penalties ranging from steep fines to imprisonment, depending on the nature of the crime. One way to manage, protect, and preserve your data to ensure regulatory compliance is through document scanning.

How SOX and HIPAA impact your data
In a nutshell, SOX requires financial organizations to have controls in place to produce accurate financial reports and prevent data from being falsified, altered, or destroyed. Companies subject to SOX must also keep their financial records readily available and easy to access for the sake of an audit. HIPAA, on the other hand, requires healthcare providers to protect the privacy and security of a patient’s personal health information. Providers must ensure that identifiable information is not made available or disclosed to non-authorized individuals.

How can document scanning help you comply with SOX and HIPAA?
By scanning your paper documents, they’re converted to digital versions that can be stored electronically rather than in paper form. In digital form, documents face fewer compliance and privacy challenges than paper records. For starters, digital files can be indexed, making them accessible quickly and easily through a keyword search, eliminating long, frustrating, and often-futile manual searches for paper files. Digital files can also be backed up and stored in numerous locations, which makes data recovery possible and puts an end to missing or lost documents. Access to digital files can be controlled through user permissions, making them much more difficult to access than paper files stored in folders kept on a shelf or in a physical file cabinet. Digital documents enable you to track who has accessed a file, whereas paper versions do not afford you that ability. Data can also be distributed more securely through electronic means, as opposed to paper documents that can easily end up in the wrong hands. The bottom line is that documents stored in digital form are handled by and accessible to fewer employees than their paper counterparts.

Additionally, digital documents are optimal for archival purposes, taking up less space and ensuring they are kept for as long as you are legally required to store them. Digital files stored in the cloud are impervious to the elements and invulnerable to threats such as fire, flood, or natural disasters.

Scanning your paper documents and working with digital versions is a no-brainer for any organization facing regulatory compliance. However, the benefits of document scanning go well beyond regulatory compliance. To learn more about document scanning and management, or to get started converting your office to a paperless one, contact us today.

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Color printing continues to play a big role even in the increasingly digital world in which we do business. Not only are workers still printing in color, but the amount of color printing taking place in American offices is on the upswing. In a recent survey by Keypoint Intelligence/InfoTrends, almost 50 percent of general office workers in the U.S. said the amount of color printing required for their job is increasing. This increase is most common in small- and medium-sized businesses, as companies with fewer than 100 employees demonstrated the greatest boost in their required color printing. Optional color printing in the office also is on the rise, with 40 percent of respondents claiming their elective work-related printing is increasing as well.

Why the increase in color printing?
The escalation of color printing in the workplace is due to a number of factors. For starters, the growth of the color printer market has made these devices more commonplace in modern offices. The price of color printers and multifunction printers (MFPs) continues to decline, making them a viable option for more businesses while expanding employees’ access to them.

Secondly, color printing—traditionally significantly more expensive than printing in black and white—has become drastically more affordable over the years. This is due to advancements in technology as well as the prevalence of quality remanufactured and aftermarket toner and ink cartridges. It is no longer cost-prohibitive for small businesses to take advantage of color printing.

Finally, documents printed in color are simply more powerful than their black and white counterparts. In the Keypoint Intelligence/InfoTrends survey, one of the reasons respondents gave for increasing their color printing output was that color adds more value to documents, making them easier to read and more influential. Adding color to a document increases the impact it has on anyone who reads it, explaining the upswing in such printing.

When you weigh all of these factors, it’s easy to see why color printing is on the rise in the office. If your business is still only printing in black and white or needs to upgrade your current color machine, contact us today to learn more about our wide selection of color printers and MFPs.[/fusion_text][/fusion_builder_column][/fusion_builder_row][/fusion_builder_container]

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Technology changes at a rapid pace and most small- to medium-sized businesses don’t have the resources on hand to keep up with it or the budget to support an in-house IT staff. That’s why so many companies outsource the management of their IT environment to a Managed Service Provider (MSP).

An MSP is a tremendous asset for businesses, providing them access to the technology they need to succeed while leaving them free to focus on their business. However, all MSPs are not equal, and something as critical to your business as its IT infrastructure cannot be entrusted to just anyone. That’s why you need to do your homework and choose an MSP you can count on to do right by your business. Here are a few prerequisites to keep in mind during your search for and evaluation of an MSP partner.

Possesses the necessary experience and certifications – First and foremost, an MSP should have the knowledge and expertise to adequately manage your IT environment. Inquire about the experience of their staff, their core areas of expertise, and the industry certifications they’ve earned.

Offers fixed and flexible terms – Ensure that outsourcing the management of your IT is within your budget and remains predictable by partnering with an MSP that offers services for a flat, fixed-fee that covers all of the offerings you require. Additionally, make sure your contract is flexible to allow for the addition or subtraction of services over time.

Is available when you need them – IT emergencies don’t abide by normal business hours—your MSP shouldn’t either. As your business depends on technology to function, it’s imperative an MSP offers 24/7/365 support available to immediately address any issues regardless of the day or time.

Has a stellar reputation – Your MSP should have a proven track record of providing IT excellence. Ask candidates to demonstrate this in the form of references and case studies outlining how they solved particular problems for clients. Any reputable provider will be happy to provide them.

Partnering with a Managed Service Provider will help eliminate headaches and the need for an in-house IT department. Utilize this checklist during your search to help identify the right MSP for your business.

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