Monday, December 5, 2016

Is Managed Print Right for Your Company?

Managed Print Services (MPS) is an extremely valuable solution that enables a third-party provider like Modern Office Methods (MOM) to effectively manage and maintain your organization’s print environment. This can offer benefits such as enhanced efficiency, increased productivity, and reduced costs. The right MPS solution from the right managed services provider can add significant value to a company. But is MPS right for your business?

Here are some questions you should ask yourself when considering an MPS solution:

Will an MPS solution provide your business with a return on your investment? 
MPS can reduce print-related costs by up to 30 percent and reduces capital expenditures by optimizing your fleet — maximizing your ROI and your immediate savings. 

Is your current print environment adequately handling your office’s needs? 
Many offices are cluttered with wasteful and inefficient devices that aren't ideal for handling your workload and document needs. An MPS program maximizes the efficiency and productivity of each imaging device.

Is your current print strategy flexible enough to adapt to inevitable changes in technology? 
MPS provides the flexibility for your business to keep up with your competitors and evolve as technology advances.

Is the security of your data and documents critical to your business’ survival, and are you confident that this information is adequately protected? 
Nothing is more important than data security. That's why MPS includes security safeguards to protect your printed and digital documents.

Is your team wasting valuable time managing imaging devices, or are they constantly hamstrung by toner outages and out-of-service machines? 
MPS uses proactive monitoring and automatic ordering of consumables to keep your printer fleet operating at peak performance as often as possible, so your staff has more time to work on critical projects.

Contact MOM today at and take the first step toward implementing an MPS solution that's right for your business needs.

Tuesday, November 29, 2016

Do You Know How Much Your Company Is Spending on Printing?

Most business owners are shocked when they learn exactly how much they spend on printing each year! It comes as quite a surprise that mismanaged print fleets can cost your company up to 3 percent of their total revenue. This means that a company with annual revenue of $5 million will spend about $150,000 on document output each year.

According to research from PricewaterhouseCoopers, the average employee: 
• Makes 10,000 copies or prints each year 
• Costs your company up to $1,200 in printing annually 
• Wastes 17 percent of all printed documents 

End users rarely have knowledge of the true cost of their printing activities, and employers rarely monitor or control employee printing output. But, without controls and measures, waste can be substantial. FleetCare Managed Print Services from Modern Office Methods can help your business achieve immediate and long-term cost savings. MPS essentially takes over the management of a company's printers to increase efficiency and consolidate printing costs. 

MPS clients enjoy the benefits of working with one trusted provider like MOM for all their printing needs. Clients receive remote monitoring of printers, supplies, and service on-demand, as well as tailored management reports regarding the company's printers. Service costs are summarized in convenient invoices that include all print-related costs for a given period of time (usually quarterly). 

Clients experience a second wave of cost savings when account managers provide expert recommendations based on reports of the printer fleet. Suggestions are made for printer placement based on utilization and strategic hardware purchases, especially when the technology in multifunction printers can improve workflow, increase productivity, save costs, and replace expensive copiers and legacy printers. This is all part of the customer-centric objective of MPS. 

All these measures can add up to as much as 30 percent savings in printer-related costs, often amounting to thousands of dollars in savings for a single client. 

Contact MOM today at and take the first step toward implementing an MPS solution that saves your company money.

CLICK HERE to test out our PRINT SAVINGS ESTIMATOR and see how much you can save with our FleetCare MPS program.

Wednesday, November 16, 2016

Modern Office Methods has been recognized as a Ricoh Circle of Excellence Award Winner

Modern Office Methods (MOM) is the recipient of the 2017 RFG Circle of Excellence award from Ricoh for our commitment to customer service. The MOM service team, under the direction of Ken Staubitz, Vice President of Service, has worked hard to perfect their skills and we are thrilled that this extra effort has paid off. 

Ricoh recognizes that it has partnered with the best Dealer Network in the industry and they reward the “Best of the Best”. MOM has been recognized as a 2017 RFG Circle of Excellence authorized service dealership. This program is designed to recognize dealers who provide outstanding service and support in accordance with Ricoh's guidelines.

MOM has met or exceeded the requirements of the RFG Circle of Excellence Program in the following areas:

Phase 1 - Service Engineer Skills Assessment (Prestige)
Phase 2 - Service Operations Assessment which includes the following:
   • Use of Genuine Ricoh Parts and Supplies
   • Hardware & Solutions Training
   • Relevant Industry Certifications
   • Service Organization Structure
   • Field Staff & Help Desk Productivity & Efficiency Measures
   • Customer Satisfaction Measurement Process & System
   • Effective Utilization of Ricoh Resources
   • Business Plan Management & Process Improvement

Outstanding Service: Award-Winning Legacy
Excellent client support has always been a tradition at MOM and our efforts have been rewarded many times in the past. We are a 2-Time imageSource Magazine's Perfect Image Award Winner for Outstanding Service Program. Out of 3,743 independent dealers across the nation, MOM has been recognized multiple times for our commitment to service excellence.

| About Ricoh | 
Ricoh is a global technology company that has been transforming the way people work for more than 80 years. Under its corporate tagline – imagine. change. – Ricoh continues to empower companies and individuals with services and technologies that inspire innovation, enhance sustainability and boost business growth. These include document management systems, IT services, production print solutions, visual communications systems, digital cameras, and industrial systems. 
Headquartered in Tokyo, Ricoh Group operates in approximately 200 countries and regions. In the financial year ending March 2016, Ricoh Group had worldwide sales of 2,209 billion yen (approx. 19.6 billion USD). 
For further information, please visit

Congratulations to our 2016 Jump START Your Nonprofit WINNERS!

We'd like to thank everyone that voted for these 3 wonderful organizations. St. Vincent de Paul edged out the competition in Cincinnati. Neighborhood Design Center tallied the most votes in Columbus. Senior Resource Connection came out on top in Dayton. Each of these nonprofits will receive a $10,000 office technology makeover from MOM.

Ken Staubitz, our Vice President of Service, and Julie Italiano, Marketing Manager, presented each of these winners with their big checks on stage at The Rusty Ball on Saturday, October 15. MOM has been a proud sponsor of this event for the past 4 years and we look forward to many more years of presenting local nonprofits with big checks on stage! Congratulations again to our winners!

 St. Vincent de Paul
 Neighborhood Design Center Senior Resource Connection

Friday, September 16, 2016

Announcing the 2016 Jump START Your Nonprofit Finalist!

Help us congratulate the 2016 Jump START Your Nonprofit Finalists! Each of these great organizations have a chance to win a $10,000 office technology makeover!

Cincinnati Finalists:
  • Cancer Family Care
  • Faith Community Pharmacy
  • Magnified Giving
  • Music Resource Center
  • New Life Furniture Bank
  • Pathways to Home
  • St. Vincent de Paul
  • The Center for Family Solutions
  • Walnut Hills Redevelopment Foundation
  • YWCA Greater Cincinnati

Columbus Finalists:
  • Advocacy and Protective Services, Inc.
  • Children First, Inc.
  • Clintonville-Beechwold Community Resources Center
  • Columbus Speech & Hearing Center
  • Fairfield County TeenWorks
  • Franklin County Residential Services, Inc. (FCRS)
  • Lancaster-Fairfield Community Action Agency
  • Neighborhood House
  • PCMA Food Pantry of Pickerington
  • The Neighborhood Design Center

Dayton Finalists:
  • Brunner Literacy Center
  • Five Rivers Health Centers
  • Life Essentials
  • Lions Eye Bank West Central Ohio
  • Miami Valley Life Alliance
  • Middletown Fine Arts Center
  • Nova Behavioral Health, Inc.
  • Preble County Council on Aging
  • Safe Harbor House
  • Senior Resource Connection

Starting Monday, the MOM Team will be out visiting all 30 Finalists. Then, the voting stage of the contest begins onMonday, September 26 and will conclude on Friday, October 7. These great organizations need your help to win, so vote once per day at for your favorite nonprofit! Good luck to all of the finalists!

Tuesday, August 23, 2016

Corporate Giving: The MOM Way - Jump START Your Nonprofit

At MOM, we believe in giving back to our community and because of that belief, we started a nonprofit contest called Jump START Your Nonprofit in 2010. Each year we give away 3 - $10,000 office technology makeovers to a local nonprofit in Cincinnati, Dayton, and Columbus, OH. We are currently accepting applications for Jump START, so if you know of a nonprofit in need of new technology, tell them to register at

Registration ends Wednesday, September 14, so hurry and get your applications in today!

While they might not teach this in business school, giving back to your community is actually a moral responsibility of any business or corporation. Besides being the right thing to do, philanthropy just makes good business sense. It is difficult for a company to be successful if the community in which it operates is not successful. Help improve the climate in which you do business, and you will naturally help improve your business. 

In addition to positively impacting and strengthening your community, corporate giving reinforces a positive company image and reputation with clients, vendors, investors, and most importantly, the community. It has been well documented that consumers prefer to buy from businesses that give to charities and support worthy social causes. Recruitment is another area that is affected by corporate philanthropy, as your organization will be more favorable to potential employees.

Corporate giving also inherently improves staff morale, promoting a sense of overall company pride and loyalty. Employees who feel that their business supports a good cause are more likely to think highly of their employer, take pride in their work and organization, and remain working there longer. Another benefit is improved teamwork -- team building occurs when people set rewarding goals and work together to achieve them. And skills such as leadership, planning, and marketing are all enhanced as a result of philanthropy.

Here are some tips to maximize the impact of your corporate philanthropy projects:
  • Involve your employees in the planning process. Getting their input will help you identify the causes and charities that are most important to your staff and let them know that you respect and support their efforts. 
  • Offer a matching program for your employees’ donations. If they are donating their hard-earned money to charity, you should be, too. Consider a 2:1 program in which you contribute $2 for every $1 they donate. 
  • Publicly recognize and praise employees who donate their time or money to causes. This will encourage more giving by your staff and make those who give feel even more appreciated. 
  • Give to IRS-sanctioned charities so you can deduct your donations. Be sure to save your receipts in case of an audit. 
  • Donate to causes that align with your company’s mission. 
  • Plan your monetary giving strategy in advance with your accounting department to ensure you don’t run into any conflicts with your budget. 

Corporate giving is an endeavor that is both cost-effective and value-enhancing. Besides improving your community, a company that gives back will witness benefits in many different respects, including employee relations, customer loyalty, business performance, and marketing efforts. At MOM, we have been fortunate enough to see all of these benefits from our community involvement and that is why it has become a staple in our culture and is here to stay. 

Thursday, August 4, 2016

Top 4 Ways Invoice Scanning Saves Staff Time

For most businesses, staff time is by far a company's most valuable resource. Consider the following ways that business invoice scanning can make your invoice input, payment, filing, and searching faster than ever, saving you time and money.

1. Automated input - Optical Character Recognition (OCR) software extracts critical document information—like vendor name, date, purchase order, amount due, etc.—and makes it instantly available in digital format.

2. Accounts payable integration - Once business invoice information is digitized, it is ready for use in automated accounts payable processes. With rules you establish, your software can match invoices to their related purchase orders and automatically approve and send payment.

3. Virtual filing - You can save an unlimited number of business invoices easily when they are in digital format. Without having to make copies or file by hand, staff time is freed to focus on value-adding work, instead of moving pieces of paper around.

4. Lightning-fast search - A simple search by vendor or invoice number is as easy as typing in the name you seek, while advanced search capabilities can filter out similar but unwanted documents to return the exact invoice you need.

Check out our Scanning Solutions and contact us for more information on how to improve your business processes.

Thursday, July 28, 2016

Avoiding the IT Money Pit

Though many businesses still require an in-house IT manager, it might be more efficient and cost effective to outsource some of your IT functions, so that in-house IT staff can focus on critical projects.

But, choosing the right IT solution and service provider can be challenging, especially when you’re not sure what your business needs. Companies around the world pump $2 trillion into IT each year—billions of which is actually wasted on unnecessary or ineffective IT “solutions.” So, how do you know if you need state-of-the-art IT, or just the basics?

To help you keep your IT spending under control, here are some indicators that “good enough" IT might be right for your business:

 If you have a smaller budget.  Knowing how much to spend on IT can be difficult for many decision makers. So, just recognize that IT costs can get very expensive — especially if you’re paying for all the bells and whistles that many IT vendors offer. If you don’t need cutting-edge equipment or 24/7 monitoring and service, don’t pay for it.

 If IT isn’t a critical function of your business.  Could your business survive for an afternoon if your system crashed? If brief downtime won’t significantly hinder your business, you probably don’t need to pay for IT services that guarantee repairs within a few hours. Determine what your business absolutely needs in terms of reliability and responsiveness, and select an IT solution in line with your critical needs.

 If you have fewer than ten employees.  When you’re running a very small business, you have less equipment and hardware to worry about. With very few employees, you probably only need basic IT support and hardware controls to effectively and affordably manage your team. You will still need reactive on-call service to support your network if you have a problem, but proactive maintenance tracking programs might be overkill.

Let Modern Office Methods IT Service Group help you to focus on your end user’s business continuity by keeping your employees working and productive with our Managed IT Services. Check out all of our Managed Network Services and contact us for more information at

Monday, July 25, 2016

Cool Printing Trends You'll Want to Know About

When it comes to printing technologies, innovation never stops. The casual observer might not think much has changed in the printing industry in recent years, but many new print technologies have emerged that will soon revolutionize the way documents—and even objects—are produced. 

Being in the know about upcoming and transformative printing technologies gives you a competitive advantage and ensures you’ll have access to the latest advancements when the timing is right for your business.

Here are some of the emerging printing trends to look out for:

Diversity of Media Types

Many industries and companies need to print specialized items, such as product packaging or on-demand banners. By expanding the various media types and paper weight (gsm) that printers can accommodate, businesses have more flexibility to produce the documents and printed materials they need. 

Ricoh Pro C7110X: Media Handling Video

 White & Clear Toner 
This is cool stuff! White and clear toner gives you the ability to really add value and flare to your printed documents. With clear ink, you can flood coat a document to enhance its appearance, or you can spot coat only the headline text, so the words seem to jump off the page. Using white or clear toner also allows businesses to produce eye-catching effects—such as creating metallic designs, applying custom clear-coat watermarks, or highlighting photos or objects on marketing collateral. More and more print manufacturers are offering white or clear toner options, expanding this new technology across many different industries and applications. 

Ricoh Pro C7110X: WHITE & CLEAR Toner Video

3D Printing 
You’ve probably heard about 3D printing already, but the technology itself is quickly becoming more advanced and more attainable at the same time. The latest 3D printers are now smaller, faster, and cheaper than previous versions, which means this technology will likely find its way into more industries and businesses sooner than many experts previously thought. 3D printers will likely be integrated into many healthcare and manufacturing settings in the very near future, but with nearly endless applications, the technology will soon expand to many other industries.

The print industry is constantly changing and evolving to meet consumer needs and demands. Contact us today to learn more about these emerging printing trends and check out the Production Print page on our website for more videos and information!

Tuesday, June 28, 2016

Common IT Mistakes Small Businesses Should Avoid

In the modern business world everyone depends on technology in the office, no matter how small your business is. As such, the decisions you make regarding the technology you depend on to do business are more important than you may think. Not being smart when it comes to your company’s IT situation can create pitfalls that prevent you from being as successful as you could be.

Knowing which IT missteps are commonly made by small businesses can help you avoid making these same blunders. Here are some of the most frequently made IT mistakes to avoid:

• Failing to Protect Your Data – Your company’s data is invaluable, so there is no excuse for not keeping that information safe and sound. Is your confidential data safeguarded against potential security breaches? Are you prepared for an emergency, such as theft, fire, flood, or server failure? Are your files and records backed up for disaster recovery purposes? Adequately protecting your data includes physical security (a firewall), network security (anti-virus/spyware), and backing up your information. In addition, regularly educate and update your employees about Internet and mobile security and safety.

• Not Changing with the Times – Technology is always changing, and businesses must keep up on the latest innovations and products to stay ahead of the competition. Keeping current with the latest technologies can help prevent your company from ending up with outdated, inefficient equipment and software.

• Choosing the Wrong IT Provider – The right IT provider doesn’t just sell you equipment; they manage that equipment, as well. They have the goals of your company in mind and proactively provide solutions to help you achieve those goals.

• Employing Unreasonable Password Requirements – Passwords are essential, but your password policy must be reasonable to be effective. While weak or non-existent passwords are unacceptable, making your requirements so strict that employees must resort to writing passwords on sticky notes undermines your policy.

• Leaving Everything in One Employee’s Hands – You might be impressed that a single person in your office knows all of your passwords and how everything works, but you could be setting yourself up for an enormous problem. What would you do if that employee decided to leave, or became incapacitated due to illness or injury? As the saying goes, don’t put all of your eggs in one basket.

Don’t fall into the same traps that many small businesses do when it comes to managing their IT. Avoid these common mistakes to help keep your company up and running as efficiently as possible. For more information about MOM's IT Services, visit our website at