Streamline your processes, increase productivity, and encourage collaboration
We carry several different software products, but they are all designed to do one (or more) of three things: help you control your printing costs, move towards a paperless office and collaborate more effectively.
Before we dig into the individual products, let’s look at what that means.
Software to Control Printing Costs
This software allows you to:
- Analyze the printing habits of employees to uncover workflow inefficiencies and high-cost printing activities
- Create automated sets of rules and guidelines that ensure print jobs are directed to the most cost-effective printer
- Track, allocate and bill each print job to the appropriate client
- Secure sensitive documents and prevent them from sitting unattended in printer trays
- Automatically monitor supplies and service information for individual printers, copiers, fax machines, and multi-function devices
Software to Provide Electronic Content Management (ECM)
Our document management software provides your team with solutions that:
- Streamline the capture, storage, processing, and retrieving of files
- Allow authorized users to access information remotely
- Reduce the need for relying on couriers
- Design customized invoices, reports, and other business documents
- Trigger printing and emailing processes automatically
- Covert complex PDF documents into a wide variety of formats and vice-versa
Software to Enable Collaborative Work
Our collaborative software solutions help you simplify teamwork by:
- Providing a single collaborative digital space for projects that can be shared across multiple screens simultaneously
- Allowing colleagues to sketch ideas, share progress, and import files with each other from desktops, laptops, and mobile devices
- Creating timelines and tasks for projects that can be shared and assigned to users both inside and outside the organization
- Connecting people through video calls and meetings
What Software Solutions Do We Provide?
What is Microsoft O365?
O365 is Microsoft’s suite of office products, including all your standard Microsoft Office applications such as Outlook, Word, Excel and PowerPoint but also many more brand-new apps that many users have not heard of.
A few of our favourite “new” apps you can leverage with O365 are Teams, OneDrive, OneNote, SharePoint, Flow, Planner and Bookings. View the full list of apps included in O365 here.
Unlike earlier versions of Microsoft Office products where you purchased a license for a one-time fee and then installed and ran that license from a PC or server, O365 is cloud-based, and pricing is a monthly or annual subscription.
Why use O365? What are the benefits?
There is a reason that O365 is currently the most popular subscription-based application in the market and is being adopted by some of the largest organizations in the world. Let’s examine the key benefits of moving to O365.
1. Data security
Microsoft provides a fully managed and monitored infrastructure with security measures, automatic data backups, and encryption to protect you and your data. Storing your Office suite in the cloud ensures your data and software remain protected no matter what happens to your hardware.
2. Stay up to date
When using O365 rather than a server-based version of Office, you’re always up to date with the latest versions of Office apps and security features. This is incredibly important, as ransomware and malware can exploit vulnerabilities in programs that haven’t been updated in a while. Nearly 40% of cyber-attacks target SMBs and 60% of small companies go out of business within six months after a cyber-attack!
3. Work anywhere, anytime
People need to be able to have access to work remotely regardless of where they are in the world. Office 365 helps you do that. Being able to access your apps, files, emails, and more from any device is both convenient and productive.
4. Collaborate more effectively
Leverage O365 apps to hold video calls and meetings, collaborate simultaneously on files, plan and manage projects (and then assign tasks within each project to specific individuals) and schedule meetings.
5. Eliminate IT infrastructure costs
Since O365 is in the cloud, you will no longer need to own and maintain a server to manage your email and internal file storage/sharing. No longer will you have to invest tens of thousands of dollars into server hardware and professional IT services to protect that hardware. When Office Interiors migrated to O365, we saved over $25,000 annually by eliminating these IT infrastructure costs!
Downsides to O365?
Most customer feedback on O365 is overwhelmingly positive; if it weren’t, it would not be the fastest-growing subscription business software in the world. However, there are a few considerations to keep in mind before you take the plunge.
First and foremost is the requirement of reliable internet access to use most of your O365 programs. Some of the applications (ex. Word, Excel, Outlook) have desktop versions, but they are only available at the higher subscription levels (Business Premium or Enterprise packages). The entry-level packages (Business Essentials) can only be used through a browser and require an internet connection.
You should also keep in mind that since O365 is in the cloud, it means you will need to rely on Microsoft for your data security. While this is usually considered a benefit, for some organizations moving their data to the cloud where they can’t as directly control its security is simply a deal-breaker.
The final important consideration is that O365 is a subscription service and cannot be purchased outright. This means that your licenses will renew either monthly or annually (depending on the plan you select) in perpetuity. Again, some businesses consider this a benefit as they no longer need to budget for periodic bulk licenses buys, but it does mean that you will need to carefully monitor just how many licenses will automatically renew every month or year.
How much does O365 cost?
Microsoft O365 pricing is based on the number of licenses (users) you want to purchase. There is not much price discrepancy between providers, virtually all resellers of O365 sell each license for the MSRP suggested by Microsoft. The table below shows the pricing for each of the three most popular packages; businesses that choose an annual commitment rather than a monthly renewal receive a discount.
|Pricing Plans||Office 365 Business|
|Business Essentials||Business||Business Premium|
|Base/Web Direct price per user per month $CAD (with annual commitment)||$6.40||$11.00||$16.00|
|Base/Web Direct price per user per month $CAD (with monthly commitment)||$7.70||$13.20||$19.20|
There is no requirement that you provide all your employees with the same license package. For example, your administrative team may need the full Business Premium subscription, but if you have a team of mobile service technicians like we do, they may only require Business Essentials since they do not require the full suite of applications or the ability to download the desktop version of those apps.
On top of each of these license packages, there is a wide variety of add-ons that provide additional features, services or analytics. Much like subscription types, you don’t need to give every user every add-on; you can mix and match depending on the requirements of individual users. The next table breaks down a few of the most popular.
|Office 365 Advanced Threat Protection (Plan 1)||Email filtering service that against malware and viruses. Includes Safe Links, Safe Attachments and Anti Phishing policies.|
|Office 365 Advanced Threat Protection (Plan 2)||Email filtering service that against malware and viruses. Includes Plan 1 + Threat Tracker, Explorer, Simulator and Automated Investigation/Response|
|Online Archiving for Exchange||Assists with archiving, compliance, regulatory, and eDiscovery while simplifying on-premises infrastructure, reducing costs and easing IT burdens.|
|Extra File Storage||If you start to run out of storage for your SharePoint Online site collections, you can add storage to your subscription|
|Data Loss Prevention||Allows a company to prevent confidential data from leaving their company via email or from being communicated via email at all (internal or external).|
|Audio Conferencing||A licensed user can generate an audio-conferencing bridge that allows attendees to dial into their meetings via an audio conference bridge|
What is Print Audit?
Print Audit is a suite of three programs (Analysis, Rules & Recovery) that allow organizations to evaluate, track and control their printing costs. Businesses can choose to implement some, or all, of the programs depending on what they are looking to achieve.
Is your goal to merely gain visibility on your real printing costs, actively manage and reduce your overall printing spend or to enhance the security of your printed documents?
Why use Print Audit?
Print Audit Analysis allows you to track and analyze all the printing going on in your organization. You can determine not just how much printing is done on each device, but how much printing is done by each member of your team. You can finally find who it is that keeps racking up all those colour prints each month!
Once you have analyzed your printing environment, Print Audit Rules gives you the ability to create rules that will govern how your team prints. These rules can either be hard rules that disallow specific actions or soft rules that will generate a pop-up prompt for users encouraging them not to do a particular action.
A few of the most popular rules are to encourage (or force) duplex printing of all large documents or to discourage colour printing of emails, web pages and other non-essential documents.
The third program, Print Audit Recovery, is ideal for professional services companies trying to charge costs back to specific jobs. You can assign particular codes to projects and prompt users for that code at the printer to release their print job. The costs for that print job can then be automatically allocated to the appropriate project or client.
Downsides to Print Audit?
Print Audit is a lightweight program that punches above its weight; there really are not many downsides to adopting it. The few disadvantages it has are straight forward.
Firstly, it is one of those programs where you get out of it what you put into it. If you do not have someone on your team who is actively trying to analyze, control or recover your printing costs, the program will not achieve much on its own.
The other consideration to Print Audit is that, ultimately, it is yet another program to be installed on your network. It is a relatively lightweight program that runs in the background, but if your IT team is already struggling to keep your system running smoothly, you may not want to stack yet another program onto their plate.
How much does Print Audit cost?
Exactly what Print Audit is going to cost you depends on which provider you decide to purchase it through. So, while we can’t guarantee that every dealer is going to sell it for the same price, we can shed some light on what we charge for software.
We provide the Print Audit Analysis toolbox free of charge to any of our technology customers. If you have printing hardware with us, we will provide you with the Analysis tool so that you can get an accurate picture of your printing costs, which users use most, and if there are any of your business processes that can be digitized or optimized to reduce those costs. This is also the tool we use to operate our automatic toner fulfilment program.
If you want to use Print Audit Rules or Recovery to work on reducing or recovering your printing costs, we sell Print Audit on a per-seat subscription basis. The exact fee depends on how many seats you require and what all you want to do with the program but typically, the price falls between $2 and $5 per seat per month.
Could New Software Improve Your Bottom Line?
These solutions have helped countless businesses become more efficient, collaborative and productive. Could your business benefit from them as well?
Our team has been helping our customers answer that very question for decades. We will help you calculate the ROI of any software change as well as the opportunity cost for not doing so. You may be surprised at just how steep that opportunity cost can be. Book your free consultation today!