When it comes to office equipment, a big decision for a company is whether they want to lease or purchase. With technology advancing, most companies find it does not make sense to purchase office equipment, such as a copier.  This is because it could be out of date within the next few years. Rather, they opt to lease, making a monthly payment until their lease agreement expires.

While leasing is an attractive option for companies who plan on growing over the next couple of years, they should be wary of a couple major concerns.

  1. The Leasing Company may sell their contract.
  2. The leasing contract may contain a “Hell or High Water” clause.

Here at RJ Young, we provide solutions to these frequent leasing issues.

The Problem with External Leasing:

Most equipment dealers lease their products through external leasing companies. These leasing companies will often sell contracts to the highest bidder. Dealing with leasing issues becomes a lot more challenging when your contract is sold to a third party. Some of these challenges are:

  • Having issues answering questions about your short-term contract
  • Never being certain of who currently holds your long-term contract
  • Being hit with hidden fees

At RJ Young, you never have to worry about us selling your contract to someone else because of our in-house leasing.

What is In-House Leasing?

Simply put, your leasing program and high-quality equipment comes from the same place.

What Does In-House Copier Leasing Mean for My Company?

With RJ Young’s In-House Leasing, you stay in the company. Your time is valuable, and we respect that by ensuring your contract stays with us. Rather than having to call multiple companies in order to lease a copier, or to find out information about your contract, all questions can be answered by simply calling RJ Young!

Buyer Beware: With other companies, it is important to look before you lease. Most office equipment leases include a “Hell or High Water” clause to protect the dealer from any issues with the product.

What is a “Hell or High Water” clause?

Hell or high water is a way for equipment dealers to pass along responsibility for damages that occurs during the lease. This is the carse regardless of if the equipment was damaged prior to acquiring it. The clause can also state the equipment dealer is not responsible for the loss or failure of equipment, regardless of timeframe. When disputes between customers and dealers have made their way to trial, courts have overwhelmingly voted in favor of the equipment company because of the “Hell or High Water” clause.

We Make It Right Guarantee:

At RJ Young, our customers never have to worry about a “Hell or High Water” clause. Our service is backed by our We Make It RightTM guarantee. With our In-House Financing and We Make It RightTM Guarantee, our customers can rest assured that they will be taken care of come hell or high water.

What’s Next?

Find out more about the variety of products we can lease to you today!

If you have any questions about leasing, call us at 800-347-1955 or complete our online contact form and an RJ Young representative will be in touch.

 

2017 was one of our best years yet, but we could not have done it without all our hard-working employees from across the organization. Every year we have the opportunity to award our top employees for their hard work. Here is a list of this year’s award winners,

John T. Crunk Leadership Award
Our top honor of the year went to Bill Core who received the John T. Crunk Leadership Award for 2017. Bill received this award based on his tireless efforts during our acquisitions, along with the physical moves that were being made. Bill was tasked with finding new office spaces in our branches, while at the same time preparing Metro Center for our move.  Bill stayed the course through everything that was thrown his way and keep everyone on track and provided good communications through the process.

 

Employee of the Year 
Congratulations to Souphy Douangvilay! Souphy was presented with The Employee of the Year Award for being instrumental in the move of the Sidco Operations to Metro Center, which had to take place within a three-week time frame.  Thank you, Souphy, for all you do!

Salesperson of the Year
Congratulations to Jimmy Roberts, who received the Salesperson of the Year Award. Jimmy produced the highest revenue of anyone on the sales team. Thank you, Jimmy, for all of your hard work in 2017.

 

Top Service Award 
Congratulations to Brandon Grover! Brandon was honored with the top service award and was presented with the Huff Cup especially for his assistance in numerous service locations. Thank you, Brandon, for all you do.

Operations Employee of the Year
Congratulations to David Tidwell! David received the Operations Employee of the Year for his contribution in our Set Up Team. Thank you, David, for all you do.

 

Administration Employee of the Year
Congratulations to Marquiz Montgomery who was honored with our Administration Employee for the Year. Marquiz was awarded this honor his outstanding performance this year. Thank you, Marquiz, for all you do.

 

DMS/DPS Employee of the Year
Congratulations to Sandy Shreves! Sandy received the DMS/DPS Employee of the year for her attention to detail and customer service in our Outsourced Print and Promotional area of the company. Thank you, Sandy, for all you do.

 

IT Employee of the Year
Congratulations to Tyler Marine! Tyler was honored with our newest award as she received the IT Employee of the Year. Thank you, Tyler, for all you do.

 

Branch of the Year 
Congratulations to our Jackson, MS location on being named the branch of the year! Thanks to the sales, service and operations teams for all your hard work this year.

One of the biggest decisions you’ll need to make is whether you want to lease or purchase. See a full breakdown on both options and find out which one is right for you.

When the time comes to get a new copier, one of the biggest decisions you’ll need to make is whether you want to lease or purchase.  For some, it can be a very daunting decision, but with the necessary information, you’ll be able to easily decide which option works best for your business.

Why Purchase?
People that purchase typically do so because they prefer not to have regular payments and they do not plan to upgrade their equipment in the near future. This can work well for businesses not anticipating growth or any changes in processes.  When you keep the same machine, over time it lacks the latest technology busy, thriving businesses rely on to do their jobs efficiently. With each new line, manufacturers upgrade copiers with new features that help to automate labor intensive administrative processes and make the equipment more reliable.

People also purchase because they want to bypass extra costs associated with leasing in the long run.  Just keep in mind that purchasing may actually end up costing more- in time and money.

Manufacturers stop making parts for equipment once a model has been on the market for several years and newer models will use improved toner formulas and cartridges.  This results in service companies having to pay more to special-order supplies and they pass that cost on to you, the customer. These costs add up over the life of your machine.  Also, your service vendor would eventually notify you that they can no longer support your machine at all.  You could choose to keep your copier at that point and chance not having a service contract, but older equipment regularly needs more maintenance and parts.

Also, most purchase customers plan to sell their copier when they are ready for new equipment, but copiers depreciate fast and cost significantly more to maintain. That combination makes them a hard sell.

While purchasing may still be the best option for some, the majority of businesses opt to lease.

Why Lease?
If you plan to be in business for more than a few years, and expect your needs and processes to evolve with time and growth, then leasing is probably your best bet. When you lease, you can upgrade to newer, improved equipment at the end of each term, usually while staying in the same price range. Just as the latest phone or gadget decreases in cost over time, so does the latest in office equipment. This typically makes it possible to have the best technology at approximately the same cost as the last model.

Copiers have become crucial assets for businesses, giving way for automated functions, dependable archiving, and eliminating manual processes.  Efficiency is key.  While it’s no secret that, in terms of the machine cost itself, you’ll pay a little more over time with a lease, but does that really compare to how much you save in admin time and labor over the life of the lease?  Employees can stay on task longer by not having to dig through piles of paper to separate their prints from others’.  Frequently used documents like letterhead or cover pages, can be quickly printed on demand by saving the templates in the copier. Employees can schedule when to print things, or print several things throughout the day and have them all come out at once when they’re ready for them.  Newer equipment will also have less downtime than older, more worn machines. All of this helps keep workers productive.

How does leasing work?
If you deal with a company who does in-house leasing, like RJ Young, you can customize the length of your lease to fit your needs, and have the ability to make adjustments to your contract down the road, if needed.  Like any lease, the longer the term length, the smaller the monthly payments, since you’re spreading the payment out over a longer time.  Most people are eligible to upgrade a year or so before their term ends.  When you upgrade, your old machine returns to the company to be replaced with the new model you choose after working with your Sales Specialist.  Your Specialist works with you every step of the way, ensuring that your contract is set correctly and you have everything you need.

KEY POINTS AT A GLANCE:

Purchasing

+   No monthly payments

+   No credit check required

+   No restrictions – Keep the machine as long as you like and paint it orange (if you want)

  • Cost of ownership increases as machines ages
  • No flexibility – Difficult to change with your business
  • Eventually will be unable to obtain parts or service

Leasing

+   Flexible budgeting – It’s easier to budget a monthly payment than a large upfront sum, and in-house leasing offers customized agreements

+   Maximum productivity: Upgrading keeps you current with technology and functionality

+   Security & Compliance: Newer models have improved security features and are more in line with audit requirements

+   Reliability: Newer models have improved durability, and accessible service and supplies

+   Baggage free: No depreciating value on your assets, or worries about what to do with the copier when you don’t want/need it anymore (copiers can be impossible to give away)

+   Less hassle: Upgrading eliminates the qualms of service issues for old machines

+   Money: Monthly payments typically stay in the same, or lower, price range when you upgrade

Most companies choose to lease as they always have the latest technology with flexible options, minus the hassle that can come with owning your equipment.  And, as you can see, leasing isn’t as scary it may seem and can come with perks you may not have been aware of.

For more information on leasing an RJ Young copier or machine, give us a call at 800-347-1955, or visit RJYoung.com.

What better way to celebrate Halloween than with a pizza party? In honor of the Halloween holiday RJ Young Nashville employees gathered together for food and fun during lunch. Things got a little spooky with a costume contest. Click the photo below for a full photo recap of all today’s participants.

Big thank you to our judges Joey Lush, Bill Core, and Bo Bratton. Congratulations to Theresa McClendon and Cody McPherron on being our costume contest winners!

 

Want to download a photo you like from the slideshow? Visit our Facebook page 

Did you know the average worker produces 10,000 sheets of paper each year? Living in a world of increasingly wireless networks and connected devices—from laptops to tablets, to smartphones and even smartwatches—many organizations, big to small, are surprisingly still dependent upon paper, including the technology and energy required to produce paper documents.

As we approach Earth Day, the day set aside each year to show support for environmental protection, worldwide, we want to share 5 tips to help you reduce the consumption of energy and materials required to produce paper documents.

1. Install a Managed Print Services Program

Many offices continue to operate with a fleet of single function devices such as printers, scanners or fax machines. Most often, these single-function devices can be replaced with multi-functional, or all-in-one, devices that print, scan and send/receive faxes.

2. Mandate Efficient Print Settings

Most modern multi-functional devices are equipped with control mechanisms, or are can be updated with software, to mandate efficient printing settings such as forced black and white printing, draft quality printing and two-sided printing. These print settings can immediately reduce the amount of consumables used to print documents.

3. Reduce Abandoned Prints with Secure Print Release

Statistics have shown that over 40% of printing is unnecessary, which is supported by other reports that one-in-five print outs is never picked up, left abandoned—which can also lead to compliance issues (but that’s another blog topic). Simple software installations that require a badge-swipe or code entry to release print jobs can reduce abandoned prints and wasted printing.

4. Implement Document Management 

Electronic storage and retrieval of information is the ideal strategy to help reduce consumables and energy related to printing. Most office technology companies can assist in designing and implementing an effective document management strategy to ensure documents are stored, backed-up and easy to retrieve digitally.

5. Select Energy Efficient Equipment

Today’s office equipment, like most technology, continually improves to consume less energy, go to sleep when not in use for set periods of time and other features to help reduce your energy consumption. If your multifunctional devices are a bit aged, upgrade to save on energy costs.

Going green in your office is easier than you think. Your local office technology dealer can help you select the most energy and cost efficient equipment and software for your business.

Chastity Fox, Director of Advertising & Marketing

Chastity has more than 15 years of experience developing strategies, tactics and executing projects to help businesses grow. She is a digital marketing and technology enthusiast, leveraging this to boost productivity and move businesses forward. A graduate of MTSU (and also completed coursework at NYU), Chastity is a Tennessee native. She resides in Leiper’s Fork, a small town in Williamson County, Tennessee with husband, Brent, and Golden Retriever, Duke.

As we look forward to 2016, and continue to celebrate RJ Young’s 60th birthday, I want to say how thankful I am to each of our customers, partners and future customers for the support you provide each day and for allowing us to be a part of your business success.

As we look to a new year, and another decade, we remain committed to the same strategy of growth and excellence for which the RJ Young brand has become known—focusing on your success, the customer. A few initiatives to continue to meet our customers’ needs and support continued growth, include:

  • Expanding Managed IT Services
  • Growth of Software & Document Management solutions
  • Adding new product lines, most recently Mimaki large-format printers
  • Adding key support team members in IT, Sales and Service
  • Investing in technology upgrades to offer the latest customer support

Because of your partnership and support, we’ve been able to continue our mission of taking care of our customers, taking care of our employees and giving back to our communities. Below are a few ways our team gave back this year:

  • More than $66,000 given back to local communities
  • Over $150,000 in scholarships through higher education partnerships
  • Granted $16,000 in John T. Crunk scholarships to children of RJ Young employees
  • Employee giving and matching initiatives resulted in:
    • 2 families sponsored through “Make-A-Wish”
    • 49 Salvation Army Angel Tree “Angels” for the holidays
    • Over $9,000 raised through the “13th Annual Pumpkin Run” benefiting the American Heart Association

It is with great excitement that I look to the next year and next decade of growth by supporting your success. Should I be of help to you, I ask that you contact me directly at (615) 620-4133 or chip.crunk@rjyoung.com.

Cheers!

Chip Crunk
President & CEO

End users are the most critical resource in any software project. Yet the end user is most often, the forgotten component. New software may be the greatest solution for a company since sliced bread, but if the end users do not accept the change, it is doomed to fail.

Typically on any project, UAT – User Acceptance Testing is performed shortly before going live. End users are introduced to a new software, with little understanding of its capabilities and its role in the organization’s big picture. However common, this procedure is flawed and often leads to project failure.

Projects fail at the UAT stage for a variety of reasons. One reason is lack of training/understanding and another is fear. In what order of importance these reasons fall depends upon the individual user. Addressing both issues addresses the key cause of project failure after a successful implementation.

Addressing Fear:

Fear can rear its head in a variety of ways when introducing a new software system. Managers may assume that their strongest employee will be the lead user in accepting and assisting other employees. However, it is this employee that may be the most fearful and therefore the most resistant to change. This user may not want to lose their ‘spot’ as the lead employee in their role. They know how to perform their work in a timely manner and they are good at it. By changing how they do their work, they may fear that they will no longer be the fastest or most accurate. This will cause them to resist change so that their position as lead is not undermined.

Some employees will fear technology as a whole. They have grown accustomed to a manual way of performing their work and the mere mention of computerizing or digitizing can send these employees into a state of abject fear.

Regardless of the cause of the fear, eliminating the fear, at the onset of project discussions is critical to user acceptance.

There are a few ways to address fear before it can manifest.

  1. Use demos if possible
  2. Watch videos of the software in action
  3. Have end users watch any available sales demos
  4. Make easy to follow training guides available to the users as soon as possible
  5. KNOW YOUR USERS – by knowing the fears each individual may face, addressing them on a user by user basis will limit the impact of each person’s fears. Also, knowing which users know just the steps of their job and which users see the big picture when performing their job will make training each of them much easier.
  6. Stop the negative chatter immediately.  Allow your users to hear and be a part of much of the discussions of a proposed project. Keep them updated and involved. Meet regularly and openly discuss individual fears. Address the negative chatter directly but gently and professionally making it clear that negative chatter, not based in fact, will not be tolerated.
  7. Create a step by step Testing guide with specific testing objectives.

Timing of UAT:

Unfortunately, timing of UAT in most projects is just prior to going live. This is not the best of times, as it is fairly late in the project to make critical changes. However in many cases there is no alternative. If feasible, based on the project, allow users to see and touch the product from a front end perspective as soon as possible. From the beginning is highly recommended. This will allow more time for the user to grow accustomed to the software and also make note of and report any inconsistencies with functional requirements.  End users should also be asked to use their actual documents and data. This will ensure the system can handle the real world environment as well as allow the end users to see their own work and how it will flow in the new system.

Addressing the fears and timing of UAT from the very beginning of a proposed project will go far in creating an environment for a more successful project implementation.

Denise Blackford, SR Systems Engineer

Denise is a Sr. Systems Engineer with RJ Young and provides software and system solutions to clients including workflow analysis and troubleshooting software issues. She has worked for RJ Young for almost 3 years and has been in the industry for over twenty-four years. Denise is originally from New Port Richey, FL and supports clients in Nashville, TN and Jackson, MS.

The Importance of Strong Strategic Partners in Running A Highly Productive and Efficient Business

We cannot do it all by ourselves.  I hear this a lot as companies find they have to look to strong business partners to assist in many areas.  Outsourcing has become a common practice as companies focus on their core values and competencies. This is very true as we look at technology and new advances we see taking place almost daily.

Since a lot of time is spent on the network within any business environment, it is imperative for companies to align themselves not only with good business partners, but good strategic partners when it comes to IT. Most companies evolve through stages of IT support as they grow up.

The early stages of a small business will often find someone within their employees that has enough knowledge to support the company’s early network. The term for this type of structure and support is “Bob Down the Hall.”  If that person is not available within the company there is often a close friend, relative, or acquaintance that knows someone who works out of their home or garage that can help support the network. This structure is referred to as “Bob Down the Street.”  Both of these IT support structures will work for a brief period, but are not sustainable as the company grows.

What happens next to the small company as it begins to grow is that rapidly changing technology is required and both types of Bobs cannot supply the needed expertise, backup, and support. Staying up to date on technology requires third-party integrations and reliable partners.  Thus comes the time when the small business must completely alter their approach to the network.

Selecting that partner is very important since by now the network has become the backbone of the company and is the vital link between the customers and employees.  That partner needs to be able to provide the knowledge, support, technical expertise, security, and monitoring to not only maintain a safe network, but also plan for the future as the company continues to grow. There should be a clear road map and strategic plan developed that is reviewed and updated on a quarterly basis, which requires a strong partner.  Getting the right IT partner in place is just as important as hiring the right employee for a specific job function. The process of selecting that partner is vital to the future success of the company.

 

Hunter McCarty – Chief Operating Officer

Hunter McCarty, Chief Operating Officer of RJ Young, joined the company in 1978. After several years as a Sales Representative, he managed both sales teams and sales managers over the next twenty-four years. Hunter has held the positions of VP of Sales and VP of Marketing during his tenure with the company, playing a major role in the unprecedented growth that has led RJ Young to become the largest independent office equipment dealer in the Southeast and the second largest in the nation. Hunter is a graduate of Vanderbilt University and has served as both a member and president of the Board of Sales and Marketing Executives. Additionally, Hunter is a member of the Nashville Area Chamber of Commerce and serves on the Economic Development Committee and the Chairman of the Community Services Committee for the Brentwood Rotary Club. Hunter is also a board member of the Copier Dealer Association, on the Canon Dealer Advisory Council and on the Lexmark Advisory Board. In his free time Hunter enjoys traveling, golf and Tennessee Titans football. He and his wife, Carol Lynn, reside in Franklin, TN, and have three grown children.

Everything was sailing along just fine and business was booming or at least it appeared that way to the casual observer in 2008.  Then things began to unravel in the stock market as we saw massive financial institutions in the United States fail.  The crisis sent the stock market down 18% in just one week.  Thankfully we have seen a rebound from this period that now does not seem that long ago.

The effects of the economic downturn of 2008 had far reaching impact on the way business is conducted today.  For one thing businesses began to look at their payroll and as revenues were being reduced so were work forces being cut.  People who had experienced security in their positions suddenly found themselves looking for work along with many others as the unemployment rate climbed to 9.3% in 2009 and 9.6% in 2010.

In most cases the workforce had been laid off but the workload had not.  What all of these changes brought about was that companies began to take a closer look at their business process, investments, and productivity.  The key was to reduce related costs through increased productivity and subsequently that brought about the need to look at investments in newer technology.

As companies began to map their workflow they found many antiquated methods and procedures that required many manual and redundant steps.  The new insight was that business as usual could no longer exist if the company was to survive.  Realizing that through the use of software and advance technology much of the manual and redundant processes could be either eliminated or streamlined, the smart companies began selecting the best software solutions to provide the increased productivity required.

The productivity and efficiency of the individuals within the company, armed with the correct software, could increase the productivity and actually do more with less.  It was easy to cost justify the investment by figuring a ROI that most often was less than twelve months.  This prompted the companies to make the investment, train their personnel, and begin increasing their productivity.

Companies quickly found that with improved businesses processes, increased productivity, and lower employee costs the business could actually thrive, and do more than just survive.  It was the technology and the willingness to change that brought about a much stronger and productive company.

In the span of three weeks there have been three separate meetings involving dealers throughout the U.S. regarding office equipment and insight into the industry. The first meeting was the Canon National Dealer Conference held in Las Vegas. The focus of this meeting was to engage the top 200 independent dealerships in Canon’s results for 2012 and the forecast for 2013.

The takeaway from this meeting reinforces the thinking that the actual hardware or box is still part of the solution but surrounding the copier, hardware, and service are the solutions and expanded services. The dealer of the future will not just provide the equipment but must be able to assist the customer with solutions and services that are value-added to the offering.

These value-added areas include Digital Production, Business Process Outsourcing, IT Management Services, Healthcare Solutions, Input and Output, Security Solutions, and Photo Printing.  The message was very clear in that a dealer who is either not in these valued-added areas or does not plan to implement these areas will not be able to provide a total solution to the end user.

The approach to the customer becomes more consultative as the dealer must analyze and understand the customer’s workflow. It is only through this understanding of how and where documents are created and then following how they move through the organization can best practices be incorporated into the technology and related equipment recommendations. The companies that do not encourage this from the dealer will find that the acquired products will eventually not meet their needs nor will they be in a position to expand as the company grows.

This is a word of caution to not only the customer but also the dealer in that there must be mutual understanding of the desirable outcomes in a business world which is constantly changing at a more rapid pace. This requires tremendous foresight and flexibility so brace yourself for the associated CHANGE!

Learn how RJ Young can Make Your Workflow using Production Print, Outsourced IT, Managed Print Services and Document Management.