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How to Make Your Office Printer and Copier Machine Last Longer

November 30, 2017

Any type of business in Singapore cannot function without paperwork, that is why the office printer and copier machine are essential items in any enterprise. But even with improvements in the hardware and software, some machines have longer lifespans than others.

How do you make the most of your office printer or copier machine? What are the steps that should be taken to reduce the cost of major repairs and replacements? Are there factors your company should consider before you buy printer in Singapore office supply shops?

1. Buy the Right Equipment. When you buy printer from a manufacturer, make sure that you get an estimate of the print volume per day so you can determine how many printers are needed in the office. Even a high-end laser printer or copier can get overworked if it’s printing nonstop for the duration of the day. Get to know what features are included in the machine to make the workflow in the office much easier, then divide the users according to the number of copiers or printers and specific printing needs. Special printers like the graphic art printer or the colour printer should only be used for quality and colored documents, but if you can print in standard quality, always choose that option.

2. Train Personnel in Proper Use of Equipment. All the employees who need to print documents will have to be briefed about the proper usage of the laser printer or the copier. If you have a multifunction device for example, the users should know how to utilize all the features, so that minor incidences due to lack of knowledge about the machine can be reduced. This includes not just the operator but even the remote users. Each office printer or copier machine will have a limited number of users, so that the machines are not overworked.

3. Assign an Operator. Even if you train all the users, you will still need to assign at least one operator for the machines, so that the employees have someone to turn to when something goes wrong. The key operator should be an expert or a technician from the copier leasing from Singapore company who knows how to solve office printer and copier machine problems.

4. Position the Printer and Copier Properly. The office printer and copier should be placed in an area away from traffic, open windows and doors, direct heat or cold, food and plants, and other office equipment. The machines should be accessible to everyone and must have adequate room to operate. If possible, there should be one area in the office specifically assigned for the laser printers and the copier machines.

5. Read the Product Manual. Before using the new printer in Singapore, the key operator and end users should read the manual to make sure that they know how to use the office printer or the copier properly. The manual will also include a list of compatible paper or printing materials, correct toner or cartridges for the machine, and instructions for troubleshooting.

6. Use Quality Materials. A lot of offices in Singapore often try to save money by purchasing low-quality printing materials and ink cartridges, but this is doing more harm on the equipment. Read the manufacturer’s specifications about the type of materials that are compatible for your laser printer model or your copier. Low-quality printouts are often the result of low-quality paper and ink, not a faulty machine. This is crucial with special printers like the graphic art printer or the colour printer that need the right photo paper to save ink and produce quality printouts.

7. Use Standard or Economy Mode. If you don’t need high-quality printouts, switch to standard mode to conserve ink. This will also speed up the printing or copying process.

8. Load the Paper Properly. Paper jams are common because the end users do not know how to load the paper properly. This can be reduced if the employees are trained in the proper use of the machines. Place instructions near the office printer or the copier about proper paper loading. Paper jams also leave some paper in the machine, that is why it should be carefully inspected before proceeding with any printing job.

9. Practice Preventative Maintenance. Regular service checks are essential to extend the lifespan of the office machines. Schedule these checks with a professional technician who will look for minor repairs and can clean the machines. It would also be better if you have an in-house operator who can do these for you.

10. Keep the Office Clean and Organized. The office should be kept clean to prevent buildup of dust and debris on the office printer, copier, and the other equipment as well. The employees should be reminded not to touch the copier glass with their hands and to clean the paper tray before printing.

11. Get the Most Out of Ink Cartridges. Change the printer’s settings if your company does not have to print high-quality documents all the time. Choose the grayscale and change the resolution to low-quality or draft and use smaller fonts, photos, and illustrations to save on ink. The cartridges should also be kept clean by the technician with a cotton swab or warm water to prevent clogging and drying.

12. Regular Cleaning of Equipment. The glass of the copier machine should be kept clean using a non-abrasive cloth, while the other parts should be dusted off with fine-haired brush. The ink nozzle will need occasional cleaning with a cotton swab dipped in alcohol. When not in use, the office printer and copier should not be used as a shelf or table for other items.

13. Turn Off the Copier or Printer. Make sure to turn off the copier or the printer before any maintenance and cleaning can be done. If there is no need to print or copy anything, the machines should also be given time to cool.

Trends in VoIP

September 26, 2017

Voice over Internet Protocol or VoIP is a type of service that allows you to make phone calls for free or at a cheaper price than a traditional phone system. As the name implies, it uses the Internet, that is why it is also referred to as Internet calling, IP telephone or Internet telephony. VoIP is hailed as the most innovative way of communication not just at home, but also in different business sectors, especially companies that have offices overseas.

In Singapore, it is considered by the business and communications sectors as the best way to cut down communication costs and is also an opportunity to tap into features that are not available in the traditional phone system.

Types of VoIP

VoIP works by converting the analog voice signals into digital signals (communication experts call this packets) and then transmitting these through a network or the Internet. Below are the different ways to use VoIP:

    1. Phone to Phone

    Sometimes called analog telephone adapter (ATA), phone-to-phone communication will let you receive and make calls if your standard landline is connected to a computer network. The phone will need the ATA to be able to convert analog into digital signals and transmit the converted signals with the use of VoIP.

    2. Computer to Computer

    Using VoIP, you will now be able to make and receive calls through a computer if both the sender and receiver are connected to the same network. This replaces the long-distance calls that are expensive, because you will only be paying for the voip in Singapore Internet service. Both the receiver and sender, however, need to install and register for the same software and use a speaker and a microphone to be able to connect. These VoIP software are usually free and easy to use.

    3. Phone to Computer

    Sometimes called IP phone, phone-to-computer communication is now possible and is gaining popularity even among those at home and not just in business. An IP phone is similar to your smart phones, but it needs an RJ45 connector so that it can use a network through a router. The IP phone already has built-in hardware and software for such purposes and it can even connect to Wi-Fi so that you can make calls anywhere even outside Singapore.

    4. Computer to Phone

    The same is true for making calls from your computer to a phone as long as both devices are using the same VoIP software and are connected to the Internet. It’s possible to make video calls as well if both the computer and the phone have microphones and speakers installed.

    5. Mobile Devices to Other Devices

    It is now possible to make calls from your phone to other mobile devices and vice versa, as long as both devices are using the same VoIP software and are connected to the Internet.

VoIP in Business

A hosted VoIP system for your business in Singapore is an investment that allows the company to do more things efficiently with less cost. Why is it cheaper than a traditional telephony system that has been used in business for years? VoIP integrates all the phone, video, and data bundles into one service that primarily uses the Internet.

That is why VoIP is a cheap, fast, flexible, and secure communications system for your business. But how will you know which hosted VoIP system is the right one for your company? Most companies hire a third party to host VoIP and to provide the necessary hardware as well.

When looking for a company that will handle your IP PBX telephone system, make sure that their services will fit the needs of the business. The perks usually include services and products for computer networking, cloud VoIP, PBX phone system, data management, telephone/computer and cabling, and video conferencing options. Other host companies have different packages for business VoIP and those that need special and advanced features.

The following services are the trends in business VoIP:

    1. Cloud VoIP

    The cloud VoIP is a system that is based on the technology called cloud computing. It means that all the data that are received, transmitted, and stored are placed in the Internet instead of storing them in the computer or other hardware. You may be surprised to know that cloud has been around since the 1990s as a means of storing data from point to point. Nowadays, cloud VoIP is considered an efficient way of storing data that will allow all users from the same company to access files regardless of the device used and the location of the user, as long as there is Internet connection. Businesses in Singapore can use cloud VoIP or cloud PBX (private branch exchange) even without the use of an IP PBX telephone system that will be discussed below.

    2. Hosted PBX

    Hosted PBX (private branch exchange) is type of VoIP system does not require the business to have their own VoIP system, but they can hire a third party to let them lease equipment and services. The company’s current telephone system may be used or replaced, and other devices such as mobile phones can be used through the hosted PBX. Employees can work outside the office premises with the use of different mobile devices, but they are still connected to the same VoIP system.

    3. PBX Phone System

    Some companies prefer a separate network for voice communications and another for data communications. This system is called IP PBX telephone system, PBX phone system or hosted PBX, which uses a converged voice and data network so that each employee in the company has one line to access the Internet, phone, and other non-traditional communication systems. It works as a telephone switching system within the company, allowing the employee to switch between the local traditional lines and VoIP, and vice versa.