Maximise Efficiency and Reduce Costs with Managed Print Services

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Managed Print Services (MPS) offer numerous benefits for business users, providing comprehensive solutions for optimising and managing an organisation’s printing needs. Here are the key advantages:

  1. Cost Reduction
  • Lower Printing Costs: MPS providers analyse your printing environment and implement strategies to reduce costs, such as consolidating devices and optimising printer usage.
  • Predictable Budgeting: With MPS, businesses can have predictable monthly expenses, avoiding unexpected costs related to printer repairs, maintenance, and consumables.
  1. Increased Efficiency
  • Automated Supplies Replenishment: MPS automatically monitors printer supplies and orders replacements as needed, ensuring that printers are always stocked with ink and toner.
  • Streamlined Workflow: By managing and optimising print workflows, MPS can help reduce downtime and increase productivity.
  1. Improved Security
  • Enhanced Document Security: MPS solutions often include secure print release and encryption, protecting sensitive documents from unauthorised access.
  • Compliance: MPS can help businesses comply with industry-specific regulations by ensuring secure document handling and storage.
  1. Sustainability
  • Reduced Waste: MPS providers implement strategies to reduce paper and toner waste, such as double-sided printing and efficient printer usage.
  • Energy Efficiency: By consolidating and updating print devices, MPS can help lower energy consumption and reduce the overall carbon footprint of the organisation.
  1. Proactive Maintenance and Support
  • Minimised Downtime: Regular maintenance and timely repairs provided by MPS keep devices running smoothly, minimising disruptions to the business.
  • Expert Support: Access to a team of experts who can provide technical support and troubleshooting helps resolve issues quickly and efficiently.
  1. Better Resource Management
  • Centralised Management: MPS provides centralised management of all print devices, making it easier to track usage and performance across the organisation.
  • Optimised Fleet: MPS ensures that the right number and type of printers are deployed in the right locations, optimising the print fleet for maximum efficiency.
  1. Scalability
  • Adaptable Solutions: MPS can scale with the business, easily accommodating growth and changes in printing needs without significant additional investment.
  • Flexible Contracts: Many MPS providers offer flexible contracts that can be adjusted as the business evolves.
  1. Enhanced User Experience
  • User Training: MPS providers often offer training to help employees make the best use of printing resources.
  • Simplified Processes: Streamlined and automated processes enhance the user experience by making printing tasks easier and more efficient.
  1. Heat-Free Printers
  • Less Downtime: Heat-free printers have fewer components, reducing the likelihood of breakdowns and the need for frequent repairs.
  • Reduced User Intervention: With simpler mechanisms, these printers require less maintenance and user intervention, leading to smoother operations.
  • Energy Efficiency: Heat-free printing technology consumes less energy, helping businesses reduce their energy costs and environmental impact.

By leveraging Managed Print Services, businesses can enjoy these benefits, leading to a more efficient, cost-effective, and secure printing environment. For more detailed information and specific solutions, consider consulting with an MPS provider to see how these services can be tailored to meet your organisation’s unique needs.  For more information click here.

 

Essentials for Creating an Ergonomic Workstation

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Setting up an ergonomic workstation is essential for maintaining comfort, productivity and overall well-being while working. Here’s a comprehensive guide on the key considerations and items to include, along with the benefits of each ergonomic element.

  1. Adjustable Chair

An ergonomic chair is crucial for supporting your lower back, promoting good posture, and reducing strain.

Benefits:

  • Lumbar Support: Reduces lower back pain by maintaining the natural curve of the spine.
  • Adjustability: Allows for customisation of seat height, depth, and backrest recline to fit individual needs.
  • Armrests: Adjustable armrests reduce strain on shoulders and arms.
  1. Sit/Stand Desk

Switching between sitting and standing throughout the day can significantly improve your health and productivity.

Benefits:

  • Reduces Back Pain: Alternating between sitting and standing can help alleviate back pain and prevent musculoskeletal disorders.
  • Improves Circulation: Standing periodically can improve blood flow and reduce the risk of cardiovascular issues.
  • Boosts Energy and Mood: Changing positions can increase energy levels and improve mood and focus.
  1. Monitor Stand or Arm

Positioning your monitor at eye level is essential to prevent neck strain and maintain good posture.

Benefits:

  • Eye Level Positioning: Reduces neck and eye strain by keeping the monitor at a comfortable height.
  • Flexibility: Adjustable stands and arms allow you to position the monitor for optimal viewing angles.
  • Desk Space: Elevating the monitor frees up valuable desk space for other items.
  1. Monitor Riser

A monitor riser elevates your screen to eye level, reducing neck and shoulder strain.

Benefits:

  • Improved Posture: Ensures your monitor is at the correct height, promoting better posture.
  • Increased Desk Space: Provides additional storage space underneath for books, notebooks, or other items.
  • Reduced Neck Strain: Keeps your neck in a neutral position, reducing the risk of strain and discomfort.
  1. Ergonomic Keyboard

Using an ergonomic keyboard can minimise strain and prevent repetitive stress injuries.

Benefits:

  • Natural Hand Position: Split and curved designs help keep your hands in a more natural position, reducing strain.
  • Wrist Support: Integrated wrist rests reduce pressure on the wrists during typing.
  • Compact Design: Reduces the distance you need to reach for the mouse, minimising shoulder and arm strain.
  1. Ergonomic Mouse

An ergonomic mouse is designed to reduce wrist and hand strain, which is common with prolonged computer use.

Benefits:

  • Vertical Design: Encourages a more natural hand position, reducing wrist strain.
  • Adjustable Sensitivity: Allows for smoother and more precise cursor control, reducing repetitive movements.
  • Comfortable Grip: Ergonomic shapes and sizes fit the hand better, reducing fatigue.
  1. Document Holder

Keeping documents at an optimal viewing angle helps reduce neck movement and strain.

Benefits:

  • Reduces Neck Strain: Keeps documents at eye level, reducing the need to bend or twist your neck.
  • Improves Workflow: Having documents in line with your monitor can improve efficiency and comfort.
  1. Foot Rest

A foot rest can improve circulation and reduce strain on your lower back and legs.

Benefits:

  • Improves Posture: Encourages proper alignment of the spine and reduces pressure on the lower back.
  • Reduces Leg Strain: Provides support for the feet, reducing pressure on the legs and improving circulation.
  • Adjustability: Allows for customisation to fit individual height and comfort preferences.

Summary of Ergonomic Essentials:

By incorporating these ergonomic elements into your workstation and adhering to recommended positioning guidelines for your monitor and keyboard (see below), you can create a healthier, more comfortable, and productive work environment.

  • Adjustable Chair: Supports lower back and reduces strain
  • Sit/Stand Desk: Enhances health by alternating sitting and standing
  • Monitor Stand/Arm: Positions monitor at eye level to prevent neck strain
  • Monitor Riser: Elevates screen to improve posture
  • Ergonomic Keyboard: Reduces wrist strain with natural hand positioning
  • Ergonomic Mouse: Minimizes wrist and hand strain
  • Document Holder: Keeps documents at eye level
  • Foot Rest: Improves posture and circulation

 

What is the Optimal Monitor and Keyboard Position?

Monitor Position

Your eyeline should be level with the top third of your monitor screen. The monitor should be about an arm’s length away from you, roughly 20-30 inches. This positioning helps reduce neck strain and ensures a comfortable viewing angle without excessive head movement.

Keyboard Position

Your keyboard should be positioned directly in front of you, and close enough to allow your elbows to remain at a 90-degree angle and your wrists to stay straight while typing. This setup minimises strain on your arms and wrists, promoting a more natural and comfortable typing posture.

By incorporating these ergonomic elements into your workstation and adhering to recommended positioning guidelines for your monitor and keyboard, you can create a healthier, more comfortable, and productive work environment.

For further support or advice, get in touch here with one of our friendly advisers at Quills Office Supplies for all your workplace essentials.

 

 

Essential Elements for a Modern Office Kitchen

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In the hustle and bustle of the modern workplace, the office kitchen serves as a sanctuary – a space where colleagues converge, ideas flow, and bonds are forged over a cup of coffee or a quick snack. As the epicentre of workplace culture, the office kitchen plays a pivotal role in fostering productivity, well-being, and connectivity among employees. Elevating this space with essential amenities not only enhances the overall experience but also promotes a healthier and more sustainable work environment. Take a look below at the must-have elements that can transform your office kitchen into a haven of convenience and comfort.

  1. Cereal: Kick-starting the day with a nutritious breakfast sets the tone for productivity. A cereal dispenser stocked with a variety of wholesome options caters to diverse dietary preferences and ensures that employees have a convenient and nourishing option to fuel their mornings.
  2. State-of-the-Art Coffee Machines: Coffee – the elixir of productivity. Investing in high-quality coffee machines ensures that employees can brew their favourite espresso, latte, or cappuccino to kick away the morning grogginess or power through an afternoon slump. Additionally, offering a selection of coffee blends caters to different tastes, from bold and robust to smooth and mellow.
  3. Healthy Snack Alternatives: Gone are the days of mindless munching on sugary treats. A well-stocked selection of healthy snacks such as nuts, dried fruits, granola bars, and rice cakes provides employees with nutritious options to keep energy levels stable throughout the day. These snacks not only satisfy cravings but also contribute to the overall well-being of your employees.
  4. Fresh Fruit Basket: Nature’s bounty in the form of fresh fruits adds a burst of colour and vitality to the office kitchen. From crisp apples to succulent oranges and juicy berries, a fruit basket brimming with seasonal delights offers employees a refreshing and vitamin-rich snack alternative.
  5. Herbal Teas for Wellness: For those seeking a caffeine-free alternative or a soothing beverage to unwind, herbal teas are the perfect choice. Stocking a variety of herbal teas, such as chamomile, peppermint, and green tea, not only promotes relaxation but also supports overall health and hydration.
  6. Biscuits for a Sweet Treat: While promoting healthy options is essential, occasional indulgence is also necessary. A selection of biscuits or cookies adds a touch of sweetness to the office kitchen, perfect for a mid-afternoon treat or to accompany a hot beverage during meetings.
  7. Recycling Facilities: In alignment with eco-conscious practices, integrating recycling facilities within the office kitchen encourages responsible waste management. Clearly labelled bins for paper, plastics, coffee pods and organic waste promote recycling habits among employees, contributing to a more sustainable workplace environment.
  8. Convenience Appliances: Equipping the office kitchen with convenience appliances such as an air fryer and microwave enhances meal options for employees. Whether reheating leftovers or preparing a quick lunch, these appliances offer convenience and versatility, saving time and effort during busy workdays.
  9. Dishwasher for Hassle-Free Cleanup: A dishwasher streamlines the cleanup process, making it effortless for employees to maintain a clean and hygienic kitchen environment. Encouraging the use of reusable dishes and utensils over disposable alternatives reduces waste and promotes sustainability.
  10. Hydration Station with Filtered Water: Staying hydrated is paramount for optimal performance and well-being. A hydration station equipped with a reliable water filtration system ensures access to clean and refreshing water throughout the workday. Encouraging employees to refill their water bottles promotes hydration habits and supports overall health, enhancing focus, concentration, and productivity. Additionally, providing reusable water bottles or glassware reduces reliance on single-use plastic bottles, contributing to a more sustainable workplace environment.

In conclusion, the modern office kitchen is more than just a space for refuelling – it’s a reflection of a workplace culture, values, and employee wellbeing. By incorporating these essential elements, from nutritious snacks to sustainability initiatives, employers can create an inviting and functional space that fosters collaboration, productivity, and overall happiness among their workforce.

Three essentials every new business owner will need

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The moment your new business finally gets up and running can feel incredibly exciting, particularly if you have lots of plans that you’re eager to put into action. Of course, having big aspirations for a new company can also mean encountering hurdles, particularly in your first year of navigating the business landscape.

If you’re in the process of starting up a new business, you’ll be keen to ensure a smooth transition navigating the business landscape. Want to ensure that the launch of your new business goes as smoothly as possible? If the answer is yes, read on for three essential components that are key to a successful start-up venture.

 

An inspiring, functional office space

It can be hard to get into that motivational mindset if your office isn’t inspiring or equipped to promote progression, but by investing in your workspace, you can make it a place that both you and your colleagues will love to be in. Use warm, vibrant colours in collaborative spaces to help your employees get their creative juices flowing, and subtle neutrals in your personal office space to promote a sense of calm and allow for mental clarity. Incorporating office plants into your space is also a great way to add some pops of colour in addition to their health benefits.

When you start your renovations, it’s worth future-proofing your office space for growth. I’ts more more cost-effective to get everything done with one installation charge and this also ensures that the range you chose won’t be discontinued in the future  and ensure everything matches and ties in nicely.

Of course, your office needs to be functional, too. New business owners should make sure they have ample storage space to securely file important documents, as well as plenty of room for meetings and breakout spaces, and don’t forget to include extras like charging points, hot water taps and vending machines. You’ll also want to ensure that you also have the latest technology in place on employee laptops, including video call software like MS Teams, Zoom or Google Meet.

A professional website

Your website is essentially the face of your business, and first impressions count. It’s important to make sure that your website looks professional, and is well-developed with functionality in mind. Ensure contact forms are built-in and look to connect any leads straight into your chosen CRM.

Your website is also the ideal place to showcase team talent. This is key for new business leaders looking to make their mark and gain the trust of potential clients, investors and future employees.

To boost your website’s performance, you’ll want to think about your on-page content and ensure this is SEO-enhanced. To do this, you can reach out to a local marketing agency whose creative writing team will be on hand to help ensure your site has the right keywords built-in. Similarly, you may want to devote some time to developing your online presence in other areas, such as  social media to encourage more traffic to your site.

A determined team

There’s no business without people, and while you’ve come a long way in getting your company set up, it’ll be hard to move forward and truly progress without the support of a committed team behind you, particularly if you’re looking to expand quickly.

It can take some time to get the right group of people together, and when you’re first starting out, it can be hard to know exactly who your company needs, and what gaps they need to fill. For this reason, any business start-up should focus on hiring professionals who are motivated and determined to create something that will last – people who see and understand the company vision, and are committed to undertaking the hard work needed to get there.

A successful future in business

Those who have made it far enough to start their own business are likely to already have a good idea of exactly what they need to take their company to the next level. Plus, the essentials you’ll need will usually become clearer as you navigate your first year or so of business, identifying any gaps and areas for improvement along the way.

With the help of a functional space, industry-standard equipment, a little creative marketing and a motivated team, you have plenty to get you set up and working towards a successful future in business.

Office Essentials – Top 10 Must Have’s for a Happy Office Life

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Welcome to the heart of the modern workplace, where productivity meets pleasure! In the hustle and bustle of office life, there are certain items that elevate our working day from mundane to marvellous. Join us on a whimsical journey as we explore the top 10 items in the office that we simply can’t live without!

Office Essentials

1. Team Spirit

First and foremost, our list wouldn’t be complete without the intangible but essential element – team spirit! The camaraderie, shared laughter, and collaborative energy of a united team are the true heart and soul of the office. It’s the secret ingredient that turns coworkers into friends and transforms the daily grind into a shared adventure.

2. Biscuit Bonanza

What’s a coffee break without some biscuits to dunk? Biscuits are the unsung heroes of office snacks – versatile, delicious, and perfect companions for tea or coffee. Whether you’re a classic digestive dunker or an adventurous chocolate chip explorer, biscuits make every break a delightful experience.

3. Stationery Staples

Now, let’s shift gears from edible delights to the practical essentials – stationery! The satisfying click of a pen, the crisp pages of a notebook, and the rainbow of sticky notes – these are the tools that transform a chaotic desk into an organized command centre. Stationery items bring colour, creativity, and a touch of personal flair to our workspaces.

4 . Post-it Notes – The Brain’s BFF

Speaking of stationery, let’s give a special nod to sticky notes – the brain’s best friend. These little squares of magic turn forgotten tasks into visible reminders, colour-code chaos into order, and transform any surface into an impromptu canvas for doodles and ideas. Where would we be without them?

 

5. The Mighty Coffee Machine

Let’s kick off our list with the undisputed champion of office survival – the coffee machine! It’s not just a device; it’s a lifesaver. This magical contraption transforms groggy Monday mornings into energetic masterpieces. With every rich, aromatic cup, the coffee machine becomes the a daily comfort, saving us from the clutches of sleepiness one sip at a time.

 

6. Snack Cupboard Sanctuary

Have you seen the snack offerings in the workplace these days?  The snack cupboard is the sacred space where office snacks go to shine bright! Whether you’re craving something salty, sweet, or a bit of both, the snack cupboard has your back. There to satisify our grazing needs and to help turn frowns into smiles with every crunch. Choice ranges from biscuits to popcorn and Haribo’s to a healthy fruit basket.

 

7. The Elixir of Life – Coffee

Yes, we’ve already mentioned the coffee machine, but let’s give a special shout-out to the true elixir of life – coffee itself! From cappuccinos to lattes, espressos to cold brews, coffee is the fuel that powers our brainstorming sessions and fuels our creativity. It’s not just a beverage; it’s a warm hug in a mug that brings colleagues together over shared caffeine-induced enthusiasm.

 

8. Personalised Desk Decor

An often-overlooked element in the office realm is personalized desk decor. Whether it’s a quirky desk toy, a motivational quote, or a collection of succulents, these little touches turn a generic workspace into a personal sanctuary. Desk decor adds character, inspiration, and a touch of home to our daily grind.

 

9. The Comfortable Chair

Amidst the chaos of office life, one constant remains – the trusty, comfortable chair. It’s not just a seat; it’s a haven where ideas are born, problems are solved, and power naps are taken (shhh, we won’t tell the boss). A good chair is the unsung hero of ergonomic bliss, supporting us through the highs and lows of the workday.

10. Vending Machine Marvels

Next up, we have the treasure trove of snacks and delights – the vending machine! When that mid-afternoon hunger pang strikes, there’s nothing like the satisfying hum of the vending machine offering an array of treats. From sweet to savoury, this magical box of wonders fuels our creativity and keeps us going through the toughest of deadlines.

 

And there you have it, the top 10 items in the office that make our working day not just bearable but downright enjoyable! From the aromatic embrace of the coffee machine to the comforting presence of a personalized desk, each item plays a unique role in shaping our office experience. So, here’s to the unsung heroes of the workplace – may they continue to brighten our days and make the office a place we genuinely can’t live without!

Four things your office space needs

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Every professional needs a workspace conducive to productivity. Whether you conduct your business in-office or at home, each little detail of your space is important – from your choice of lighting to your storage facilities and even the style of your furniture. However, there are a few key supplies, above all others, that you should never be without. Here are the four crucial things you should consider implementing for a more efficient, productive office space.

Good storage facilities

A functioning office space will always house a lot of paperwork, and while they’re necessary for business, files that aren’t properly organised and stored can be a source of havoc in the work environment. Working at a cluttered desk can not only impact workers’ productivity, but it might also have a detrimental effect on mental health by exacerbating any feelings of stress or anxiety.

In contrast, focusing on work tasks becomes much easier when files are stored neatly out of sight whenever they’re not being used. In fact, it can be that much easier to find the documents that you need as and when you need them, if they’re properly stored in an accessible storage unit.

Good storage is more than just a messy stack of papers, or an overfilled filing cabinet. By opting for a built-in storage solution, you can optimise the space that you have available to you, keep the mountains of paperwork out of the way, and create a sleek, modern workspace that’s conducive to productivity.

It’s also good practice to decide how long you wish to retain your paperwork for and then utilise a reputable Archiving provider who will have purpose-built storage facilities, climate controlled and with 24/7 security in place to look after your data and paperwork.  These can still be accessed and either returned in the original format or scanned back to you, the choice is yours.

Ergonomic furniture

Most people will find themselves spending the vast majority of their workdays seated at their desks – particularly those who work in-office, who may not have the same amount of daily flexibility as a remote worker.

Unfortunately, spending hours in a seated position like this isn’t great for the body. So, it’s important to invest in some quality ergonomic furniture that will help to relieve the stress on your muscles and joints.

Ergonomic chairs are built to support your body, in order to prevent injury and keep you comfortable throughout the workday. Usually they’ll have adjustable seats, backs and armrests, and will be adaptable to suit your individual needs and frame. That means no unwanted aches and pains, and no need to reposition yourself throughout the day – ultimately making for a much more constructive work environment.

 

A space to take calls

Taking calls is part and parcel of working in an office, and often, time spent speaking with important clients will be prioritised above all other office tasks.

So, when it comes to these crucial communications, you’re going to need to have a comfortable, quiet space to conduct business away from the hustle and bustle of the rest of the office. In a shared workspace, this will mean having separate areas that employees can retreat to for some privacy, while in a home office, it may be that there is a designated call-taking area that others in the household don’t frequent.

You’ll want to make sure that this space is well-equipped with a good answering system, and that the telephone is of clear sound quality for a stress-free call handling experience.

Smart decor

When it comes to decorating your office, you’re going to want to strike the perfect balance between creativity and functionality. This means opting for designs that won’t distract from work, but will be engaging enough to inspire.

Consider modern designs in neutral colours for a clean, contemporary space. Don’t forget, an attractive office not only makes for a pleasant place to work – it can also increase employee motivation and productivity, and will provide a professional space from which to host customers, clients and other visitors.

Choose with wellbeing in mind

Most of us spend a whole lot of our time in the office – so, it’s crucial to make sure the space is one we (and our colleagues) love to be in. No matter which of these ideas you choose to implement, it’s important that you make choices with your physical and mental wellbeing in mind. After all, healthy and happy people make for the most high-achieving and rewarding workforce.