Five reasons to invest in a coffee machine for the office

Your employees work hard during the day so it’s important to create a space within the office that they can feel comfortable in, and what better way is there to relax than sitting comfortably with a nice, fresh hot cup of coffee?

In our latest blog, we’ve explored some of the top reasons why adding a coffee machine to your workplace is a positive move and explain the different machines available.

Boost your employee morale

Employers have a duty of care to ensure that their employees are happy in the office and we all know how important those first few cups of tea and coffee are to kick start your day. After all, a happy employee equals a productive one! Andrew Sykes Ltd recently found that 48% of companies do not offer free tea or coffee to their employees yet over 59% of workers said that free coffee and tea is the most appealing perk a workplace can offer.

Make your clients will also feel welcome

It’s not just your employees that will benefit from a coffee machine, your clients will also be impressed and see that not only do you care about looking after your employees, you also want to create the right the first impression.

Reduce the amount of time spent on the daily ‘tea round’

A fresh hot drink always goes down a treat at work and at Quills, we particularly love a good cup of tea or coffee in the morning and afternoon. But how much time do your employees waste when making 15 different drinks and waiting for the kettle to boil? Let your new automated machine reduce the time spent in the kitchen and have instant, delicious tasting drinks within seconds. We all smile and feel happy when we’re about to take that first sip of our hot drink and even more so if it’s a speciality coffee (mmmm).

Get through those Monday morning blues

Even the dullest Monday mornings can be improved with a delicious cup of coffee. Need we say anymore?

Improve mental health

Various studies have shown that coffee doesn’t just improve physical health, it also has a positive impact on our mental health. This is because coffee releases dopamine (the hormone that makes us feel happy) so it’s good for your employees if they’re having a bad day and it’s good for everyone else that they work with.  Happy employees, happy office!

 

Which machine is right for our office?

There are a number of coffee machines available that are suitable for offices of all sizes, whether you have three or 300 employees. But all that coffee jargon surrounding bean to cup coffee and filter machines doesn’t make the selection process an easy one. So, we’ve simplified the process for you and here are our top recommendations:

1. Compare the features, style and size

Key things to consider include:

  • Coffee preference: Would you prefer fresh filter coffee or bean to cup coffee?
  • Quantity/staff headcount: Will you be making five cups a day or 200 cups a day?
  • Location: How much space is available in your staff room?
  • Plumbed or unplumbed?
  • Fresh milk or powdered? Do you know the advantages of these options?
  • What type of bean would you like? Mild roast or medium, Fairtrade or triple certified?

Our coffee experts can visit you to talk through your option and recommend some suitable machines and once you’ve decided on a machine, we can provide a free site survey to ensure the environment and plumbing will be suitable.

2. How much do you want to spend?

The price of coffee machines vary and a quote can be tailored for your desired machine upon your request. We’d suggest having a pre-determined budget in mind so that you can see what is available at that price before you buy. Also, take into consideration the cost of extra optional accessories that can assist the machine such as heated cup storage or a milk fridge.

 Start exploring?

Quills provide a range of coffee machines and other beverage solutions including juice dispensers, hot chocolate machines, hot water boilers and much more for you to explore. Our extensive range means that there is something for every office and every budget.

Simply click here to explore our full range or get in touch for your free quote today!

Top tips for staying cool in the office

Summer has officially started and the MET office has already announced some scorching hot days ahead this June. So why not beat the heat and be prepared with these top tips to help you stay cool in the office…

 

Keep the blinds down

It may sound obvious but lower the blinds in the office before the sun rises as the piercing sun will only heat up the office. Having the sunlight shining through the office all day will cause what is known as the ‘Greenhouse Effect’.

 

Workwear

Wardrobe choices are essential when it’s a hot summer’s day. Whilst some outfit choices may be restricted due to the office dress code, carefully consider what you’re going to wear and opt for clothes which are made of a looser material e.g. cotton to help you stay comfortable throughout the day as well as lighter colours which will reflect the suns radiation. Thick and heavy clothes such as woolly skirts or fully lined suits are a definite no-no!

 

Stay hydrated

This sounds like an obvious one, but many people don’t realise that you can quickly dehydrate even if you’re just sitting at a desk all day. It’s essential to drink plenty of water, approximately around 2 litres minimum a day. Also, keep your water in the fridge or freezer so that it stays nice and cool for when you come to drink it.

 

Should I drink hot drinks?

Yes! It’s a common myth that drinking caffeine dehydrates you, so don’t worry, you can still enjoy that morning cup of tea or coffee to help get your day started.

 

Apply water on your wrists

You may look slightly bonkers carrying out this tip, but if you’re in the office kitchen or bathroom, it’s most certainly worth it. Run cool water over your wrists every couple of hours for approximately 5 seconds. This will help cool down the main veins running through them as well as your pulse points and will ultimately help to lower your blood flow temperature. Try it!

 

Invest in a personal fan

One of the best investments you’ll make this year…we promise! Having your own personal fan enables you to have a constant fresh breeze without having to share with other employees and all cramp into one corner where there’s air con in the office. Luckily, there is a huge range of fans available at great prices including personal clip-on fans and desktop fans; both which are ideal for the office and for travelling.

 

To get yourself and the office ready for those long, hot summer days ahead, if you have an account why not head over to the Quills website where we have a huge supply of fans including office fans, personal clip-on fans, floor standing fans, air con units and much more. We also have great prices available and bulk offer discounts. Simply click here to find out more or get in touch today to see where you can start saving!

 

How can Managed Print Services (MPS) benefit my business?

For the majority of businesses, printing is an essential function. However, what most businesses probably don’t know is that the approach you take towards printing can heavily impact the overall costs, productivity levels, ROI, workflow and much more within your organisation.

What is Managed Print Services?

Managed Print Services is the active management and optimisation of document output devices and related business processes.  Sounds technical right? Don’t worry, that’s where a print business partner can help to guide you through the options available.

In summary, MPS solutions are designed to streamline your print and post processes as well as reduce downtime so that your business can work more effectively.

What is the process involved?

Our handy diagram below illustrates how the MPS process works and ultimately, how each stage of the process can benefit your business:

How will MPS benefit my business?

  • Reduce ‘Local’ printers

Your multi-function printer may already be able to print, copy, scan and fax but adding Document Management Solutions will not only multiply your productivity but could save you as much as 30% on your total document costs. But not only that, having an effective print solution in place can simplify and automate your everyday tasks, improve document security, enable new revenue and so much more.

Most multi-function printers also require unique cartridges which are more costly and have inventory tracking challenges. Eliminating these traditional printer frustrations will not only reduce time, but it will help you meet your environmental goals.

  • Analyse your printing needs

Is your IT Department spending time analysing your printer fleet?  This probably isn’t the best use of their time and FREE audits are available to help you with this.

MPS providers are experts in this field and can conduct a fully comprehensive evaluation of your print environment, document infrastructure and workflows to develop a road map for your future ideal state, including cost savings and projections. Providers such as Quills Limpio will also support you through the transition process and securely connect everything to your IT environment.

  • Manage remote printing

An easy to view dashboard can provide a snapshot of historical data, current and new status events. Your print partner would monitor your printer fleet for you, notifying you of any maintenance issues and email you when ink cartridges are running low. Automatic discovery of network printers (no manual entry required) and this monitoring can be applied onto secure networks.

  • Added levels of security

With legislation such as GDPR in full swing, it’s important not to overlook your printers and printer network within the office as this is where a huge amount of personal data is produced. Your MPS partner will walk you through how to ensure print jobs are secure.  Print jobs can be activated by card or by a unique pin number, can be produced with a file name, date, time and watermarks meaning a document is never lost and can be traced back to the author. Documents and personal data are kept secure and GDPR safe as they aren’t printed until you’ve entered your unique password.

 

Have you considered Eco Printing?

However big or small your printing needs may be, eco printing can take the headache out of managing your printing as well as eliminate traditional printer frustrations. It involves Replaceable Ink Pack System (RIPS) technology which uses super-high-yield ink supply units for printing up to 84,000 pages between ink charges. The benefits of this include:

  • 96% less energy than laser printers
  • 94% less waste than laser printers
  • 92% less Co2 emissions than laser printers

 

MPS can come in a variety of forms and can be completely tailored to suit your businesses requirements. Quills Limpio has flexibility at the heart of its service and are not tied to one manufacturer meaning that we can work with you and make unbiased recommendations to provide the best results and return on investment for your business. With flexibility at the heart of our service, we are able to tailor packages to your exact requirements for your photocopier, multi-functional devices and/or franking machines, ultimately helping you to achieve your GDPR compliant business objectives.

Why not take a look at our new 2019 brochure or get in touch for more information?

Get prepared for Stationery Shop Saturday

So, it’s day 6 of National Stationery Week 2019 and this year we’re celebrating Stationery Shop Saturday! Let’s face it, most of us have a favourite pen, a beloved battered notebook or even a well chewed pencil that we always have close at hand at our workplace.

In honour of Stationery Shop Saturday, why not celebrate and give those old friends a rest and try out some of the fab alternatives that are available over at Quills? If you haven’t got an account, simply send us a message on Live Chat or email sales@quillsuk.co.uk and we’ll set one up for you.

Here are some of our top tips on great 2019 stationery trends to look out for:

COLOURFUL
You don’t need to limit yourself to black or blue ink: using highlighters or coloured ball pens is a known and proven way of managing projects (‘Bullet Journaling’ to give it its proper name), allowing you to visually track jobs as you progress them.

HANDWRITTEN
Agreed, the heyday of letter writing may be long over, but that’s no reason to abandon it altogether! Why not make an employee or customer feel special by sending them a written card congratulating them on a piece of work rather than just lazily sending a mass text or email to everyone on your smartphone?

MAKE A STATEMENT
On the subject of envelopes don’t limit yourself to white or manila – why not choose a brightly coloured one instead? This is great for personal mail, but it’s also a proven hit for business mail as well and is far less likely to be binned-without-opening – could you resist the lure of a silver envelope?

LABEL LOVE
Keeping on the mailing theme, don’t just bung on a bog standard label – give it some love by adding your company logo, a graphic or 2, and use a legible but more personal looking scripted font – ‘Angelina’ is one of our favourites! The DYMO label machine, for example, is extremely quick and easy to use!

Job satisfaction and happiness in the workplace

As we spend an average of 35% of our adult life at work, we all strive to find a company where we can be happy and have a good work-life balance.

So what makes an employee happy?  Take a look at our infographic below for tips on how to achieve job satisfaction and happiness at work.

How Using A Professional Shredding Service Can Benefit Your Business

Whether it’s paper, clothing or unwanted goods, shredding is a must for securely protecting sensitive items and business data. Client confidentiality should be a top business priority within your organisation but how can it be carried out efficiently when you have so many other priorities to focus on? Take a look at our article below to find out how outsourcing your shredding requirements can help your business.

  1. Save time and money

Why paid your skilled employees to stand there and shred for hours when they could be generating revenue for your business? Internal shredding routines are extremely time-consuming and have to be maintained on a daily or weekly basis. For example, shredding a single document can take several minutes and you have to be mindful of factors such as:

–    Straightening sheets of paper

–    Removing any paper clips or staples

–    Disposing of the shredded paper

–    Cleaning up any excess paper, paperclips or staples

Furthermore, you also have to take into consideration the cost of maintaining an internal shredding routine and often enough, this is a lot more expensive than outsourcing your shredding requirements. A small selection of managing your shredding in-house include:

–    Purchasing shredders

–    Buying disposal bags

–    Utility expenses

Sound familiar? Outsourcing your shredding can save an extensive amount of money for your business. Quills, can arrange a personalised audit of your office needs and provide a quotation which includes the frequency, number of bins and what you’ll be shredding.  There are no installation charges and the bin hire and replacement bags are free too!

 

2. Reduce the legal risk

With legislation such as the General Data Protection Regulation (GDPR) and the Fair and Accurate Credit Transaction Act (FACTA) all in full swing, it’s crucial that you keep client data confidential and safe during the disposal process.

Our secure shredding service is NAID AAA certified meaning that all destruction of your documents complies with the privacy protection policies outlined in the above legislation. In addition to this, we also provide a certificate of destruction so that you can be sure your data is safe in the right hands.

 

3. Maintain your businesses reputation

Reputation. One of the most important assets of a business. It’s very simple for your businesses confidential documents to get in the wrong hands and just like that, a data breach can happen and cause extreme worry and distrust.

When using a professional shredding service, all paper, media and products are collected and destroyed safely and securely. Constant monitoring, full CCTV coverage and an official certification of destruction are provided after every collection which means you can relax and focus on the more important things in your company.

 

4. Consider mobile shredding Services

If you’re considering outsourcing your shredding requirements but still have a concern about your information leaving the premises, then explore the possibility of using an on-site mobile shredding service. This ensures that all shredding is carried out on-site and gives you an opportunity to closely supervise what shredding is carried out and have absolute security.

Quills offer both on-site and off-site shredding service and can collect and shred data at your home or office. For more information, take a look at our secure data destruction brochure. 

 

5. Efficient recycling process

It’s well known that recycling has a positive impact on our environment but be careful as time and time again shredded material is often stolen with the hope of gaining access to confidential data.

Outsourced shredding services ensure that your personal information is secure at all times. All shredded goods are still recycled but without comprising confidentiality as it takes place in a locked and private building with constant surveillance and security.

To find out how Quills Secure Shredding Service can benefit your business, get in touch today and request your free quote. Alternatively, take a look at our latest brochure for some more information on our data destruction service.

How to make meetings more productive

Out-of-the-box thinking doesn’t happen in a box…right? In this article, we consider some different ways to help reignite the motivation for attending those weekly or monthly meetings.

Some people might say that most meetings in the workplace are often pointless and attendees feel anxious as there are always deadlines to meet and work that needs to be done. But what if the problem isn’t the actual meeting itself but more the environment and layout that it’s being held in which can sometimes be formal and uninviting…

Take a look at our tips for making meetings more inviting…

1. Only hold meetings if they’re essential

Save meetings for projects that are a necessity and for when all the team can get involved. If it can be replaced by a telephone call or an email, don’t hold it. If the meeting does need to be held, be conscious of time and try to keep it short – schedule no longer than 45 minutes per meeting so that employees recognise that you value their time and have an agenda.

2. Don’t get into a routine

If you schedule meetings for the same time every week, in the same location; eventually employee motivation and interest is going to plummet. If you want your team to find a solution to a task or you’re working on a long project, then you need to mix it up a little, try mornings and afternoons and see which time provides the best engagement and ideas. Consider carrying out some meetings outside of the office, perhaps in a coffee shop or over some lunch.

3. Is your meeting space inviting and inspiring for ideas?

If not, it might be worth considering re-decorating your meeting room and introducing some artwork to make it a more welcoming space for being creative. According to Forbes, 78% of respondents in a survey of over 800 employees working for 32 U.S companies claimed that art in the workplace helped reduce their stress.

4. Consider standing desks

Employees spend most of their working day sitting at a desk so it’s not particularly motivating to move from one rolling chair to another. It’s been mentioned time and again that sitting does you no good… yet the same is true about standing all day! What you really want to do is alternate between the two with the help of a sit-stand desk. This will ultimately help you reduce the health risks posed by both. Consider ditching the standard table and chair set up and opt for this healthier way of working. Meetings may then seem like a refreshing change of scenery.

5. Informal workspace meetings

Sometimes a formal meeting isn’t required, have you thought about introducing informal employee workspaces where ideas can be brought to life away from your desk without the need to be in a meeting room? Curious? Take a look at some ideas here or check out this brochure for inspiration.

6. Offer incentives and rewards


Competitions and mini-games can be a great way to encourage enthusiasm and attendance for meetings. After all, everyone loves a freebie. Giving away snacks and refreshments during the meeting will generate interest and depending on your budget, consider rewards for the best ideas that are brought to the table.

What is archiving and why should I be on top of it?

There’s a lot of jargon surrounding the term ‘archiving’ and you may ask, what actually is it? In fact, it’s a term that employers and businesses shouldn’t only be aware of, but completely understand.

In summary, archiving is a vital records management process and over here at Quills, we know how valuable a well organised approach can be for your business. So, take a look at this handy guide to find out more about archiving and why you should be on top of it.

What exactly is archiving?

First things first, what is archiving? Search Data Backup defines the process of archiving as “moving data that is no longer actively used to a separate storage device for long-term retention.” It’s important to note that archived data can be made active again at any point. This is a massive benefit for businesses who can therefore retrieve any necessary information at short notice.

Why should you archive your files?

As data is continuing to grow, archiving data is becoming more important than ever. If you want to save your business time and money, then having an effective archive strategy in place is necessary.

As well as adding value to your business, archiving the right data can save your business a huge amount of time and money. In the past, a number of companies stored all their data in their ‘primary storage’ system as they were afraid that their information may get misplaced or lost whilst being archived. Some employers also didn’t understand what was involved in the process of archiving data and were therefore very hesitant to do it.

Today, it is becoming more obvious that an effective archive strategy is key for businesses who handle large amounts of data. For example, they may end up losing information as a result. With an effective strategy in place, organisations can easily search for, access and maintain data that is relevant and adds value to the business.

In addition to the above, your business can also save money on expensive primary storage. Not only will you reduce the amount of data in the primary storage, you’ll also improve the overall backup performance. Therefore, you can manage your time more efficiently and deal with the documents that you need to access on a regular basis.

So, you now know what archiving is and why you should do it; but what’s involved in the archiving process?

When you archive files, they are stored and managed within optimum conditions to minimise the risk involved in the process and also to ensure that files are always protected. Likewise, scan on demand and scan back services, as well as traditional based document storage and retrieval, scan back distribution means you can access your files wherever you are, whenever you need them – quicker, cheaper and greener access to your company data.

How can Quills help me with archiving files?

Quills can provide you with a quicker, cheaper and greener way of accessing your company information. Our dedicated account supervisors can provide you with knowledge and support throughout the entire archiving process, as well as offer nationwide coverage with same/next day delivery.

Some of our key services include:

• Workflow, EDRM, digitisation and scan back
• Storage of files and boxes
• Storage of wills, deeds and original documents
• Storage of digital media
• Consultancy including best practices, Record Management policies and retention policies
• Special projects including inventory, purging, back scanning, filing audits, filing relocation and rationalisation
• Nationwide coverage offering same day/next working day delivery

If you require any more information regarding archiving and want to know how Quills can help your business, don’t hesitate to get in touch.