The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.


Tidy Up Business Processes, Transform Daily Workflow

Underneath all the manual processes, workarounds and network-related deficiencies lies an infrastructure in disarray – not unlike a closet crammed full of clothes collecting dust.

Home organization guru Marie Kondo has created enormous buzz with her Netflix series “Tidying Up with Marie Kondo.” 

Kondo’s unique methodology for decluttering clients’ living spaces, as quirky as it may seem, is fairly simple: Clients take all their personal belongings, put them in a pile, hold each one up, and ask themselves – “does it spark joy?” If not, it’s time to discard.

Topics: Document Workflow IT Consulting

5 New Cloud Device Management Features to Help SMBs Carve Better Workflows

Recently-announced features from uniFLOW Online demonstrate 5 key advantages for organizations looking to improve productivity and enhance security in their print environment. 

Athletes will go to extensive (even preposterous) lengths to capture and preserve that competitive edge.

Former Giants Pitcher Steve Kline once wore the same ball cap all season without washing it. His reasoning? The dirt kept him grounded “and reminded me where I came from.” Famous big-wave surfer Laird Hamilton, whose day starts at 5 a.m., consumes three strategically-planned breakfasts every morning to optimize both energy and recovery.

Topics: Document Workflow Print Management Scanning Security Cloud Technology Canon

What's Your SMB's Document & Network Strategy Heading into Spring Training?

As your SMB heads into Spring Training, and you analyze your current technology roster - from document workflow to network infrastructure - what are some fundamental moves you can make to better your 2019 season forecast? 

The first glimpse of spring has arrived.

As my beloved Texas Rangers report to Surprise, Ariz. for Spring Training this week, it’s a time when baseball enthusiasts’ minds drift from the bone-chilling winter months and begin romanticized forecasts for their favorite team and the sunny April days ahead.

Topics: Document Management Network Management Document Workflow IT Consulting Productivity Tips and Tools

Is Your Medical Facility's Print Fleet a Picture of Health?

Ask yourself a simple health-related question about your fleet: “Do you have the freedom to focus valuable budgets on delivering real health care – not just administering it?”

Healthcare organizations conduct health exams continuously every day. But how often do they assess the health of their print fleet?

How well, under the microscope, do they examine the specific print workflows that move administrative tasks forward and manage costs along the way? How well do they track multi-function printer activities while mitigating unauthorized access to sensitive patient heath information?

What is a picture of good print fleet health?

Topics: Office Equipment Document Workflow Print Management Healthcare Tips and Tools

Overcoming Technology Challenges through Collaboration: Top Blog Posts of 2018

The dedicated team of scribes here feel that through collaboration, we can strategically identify technology challenges and properly disseminate our carefully crafted ideas on overcoming them. 

Perhaps without coincidence, our top read blog for 2018 was on the topic of “effective collaboration.”

Collaboration:  It’s a key word in defining how the Datamax Thinking Blog operates. We remain committed in our pursuit of  “educating, collaborating, and sparking ideas for maximizing the technology that matters” - be it office equipment, document workflow, network security and many business technology initiatives in between.

The dedicated team of scribes here feel that through collaboration, we can strategically identify technology challenges and properly disseminate our carefully crafted ideas on overcoming them. 

Topics: Document Management Office Equipment Document Workflow Creating Raving Fans Production Print Network Security Productivity Tips and Tools Education Tips and Tools

5 Service Areas Key Accounts Must Expect Full Visibility and Visual Results

“Since the burden of requesting service is mine, my vendor isn’t managing much — let alone my account.” — Jene T., IT Director

The late folk country singer Guy Clark, a Monahans, TX native, once noted: “You look out over the West Texans plains, and you can see 50 miles. Stand on a tuna can, you can see for 100.”

For organizations managing a large fleet of copiers and printers, you need 100-mile visibility of your provider's service and support methodologies. Rather than being confronted with a series of storms on the road in front of you (increased downtime, communication issues, inaccurate billing) you should expect clear visibility up front from your technology partner.

Topics: Office Equipment Document Workflow Print Management PrintView Key Acccounts

Upsize, Downsize, Synthesize: The Chemistry of Right-Sizing Your Corporate Print Fleet

“Our fleet, our workflows, and our costs are a cluster.” – Mary B., Office Administrator. 

There’s a certain chemistry involved with investigating print environments and the ways in which they interact, merge, and change over time.

Chemical synthesis is the purposeful execution of combining and manipulating multiple molecules to create one unique compound that is both unified and reliable. Much like the molecules that change through chemical reactions, major accounts are constantly affected by real world changes within and outside of your organization:

  • Selling a division of your company,
  • Adding a department,
  • Your stocks take a hit,
  • Company relocation,
  • Company acquisition,
  • Disaster Recovery,
  • Outsourcing print or bringing it in-house

Your printing needs evolve accordingly.

Topics: Office Equipment Document Workflow Print Management Healthcare Tips and Tools Key Acccounts

The 'Paperless Office' Prophecy: How Printing Remains far from Passè in Today's Workforce

The MFP, in many ways a centerpiece in our workflow place-setting, continues to have an evolving role in how paper and digital files co-exist in the workplace.

The “Paperless Office:” It’s been a corporate prophecy scripted upon blogs much like this for years, as offices of all sizes gather tools and solutions necessary to tackle the digital transformation. Without a doubt, workflow is increasingly digital in nature.

However, according to numbers complied in Canon’s recent “Office Insights 2018” release, paper itself isn’t going anywhere anytime soon – quite the opposite. It seems that the paperless office is a gradual, steady process of automation that enables best printing and workflow practices for the foreseeable future.

Topics: Document Management Office Equipment Document Workflow Print Management Canon PrintView

Drowning in Documents? 5 Scenarios that Calm Workflow to a Gentle Current

The central objective of utilizing Document Management is to make your overall business processes more efficient, and specifically to accelerate and properly secure the way you move documents across your office.

Do a simple Google search for "Document Management," and you’ll see the cliché images with limited search time. The piles of paper stacked on the boss’ desk.  Documents swirling across an office. Even business people swimming in paper documents.

It’s true. Many offices are overwhelmed by paper documents. Also, when compared to a Document Management solution,  it is inefficient and costly. Estimates are that 11% of your paper files will be either lost or misplaced. Organizations often find that by digitizing their workflow, their documents begin working for them, rather than the opposite.

But digital conversion is only one component – and hardly the overarching intention – behind utilizing Document Management.

Topics: Document Management Document Workflow Creating Raving Fans

Must Read Blogs of 2017: Get the Most Out of Your Copier

It's no wonder that organizations are more active than ever in pursuing solutions to streamline traditional methods of managing documents. 

Every year, I learn more about copiers, document management, workflow, and, increasingly, managed IT topics than I did they year before.

I do my best to pass on what I learn to you.

Here are the 10 most popular posts in 2017. How to get the best service. Tips for HIPAA compliance. Scanning tips. How to track printing to keep costs down.

Read on for insights into those topics – and more – to get yourself ready for 2018!

Topics: Document Management Office Equipment Document Workflow Print Management Managed Services Technology Support Scanning Did You Know? Network Security Security Productivity Tips and Tools Data Back-Up