How to Scan and Email Two-sided Documents on a Sharp Copier

When you only perform a task once in a while, it’s easy to forget how to do it. Apparently, that goes for scanning and sending two-sided documents as a PDF file because I get at least two calls per month about this from my Sharp copier and printer customers. And since people are calling for this information, I bet they are searching for it, too!

Hopefully, many of you out there will find this tutorial helpful.

Process for Scanning, Emailing Documents with Two Sides

  1. Place your original(s) in the document feeder on your Sharp all-in-one printer.
  2. On the control panel or home page, press the email button and select your address(es).How to scan a document and email PDF from a Sharp copier or printer
  3. Again, on the control panel, select “original” and then, when prompted, choose “2-sided booklet.” If some of your originals are one sided, don’t worry. The Sharp will take care of that.
  4. Finally, select “others.” When prompted, select “blank page delete.” (See, I promised our copiers and printers would take care of that!)How to delete a blank page when scanning to Sharp copiers and printers
  5. Now you are ready to go! Press start. Blank pages will automatically be deleted before the PDF is sent to the designated recipients.

If you do this often, don’t hesitate to ask your Sharp dealer to create a custom button on your printer’s home page. Then, this process can be completed just by clicking one button.

Do you use Sharp office products in Canton, Akron or Toledo, Ohio? We’d be happy to show you other ways to get the most out of your machines! Contact us for more information.

Six Tips on Building a Successful Outside Sales Team

If you’re building an outside sales team, hopefully you’re not starting over from scratch.Creating a sales teams It’s so important to be able to rely on your sales leaders, especially during a season of transition. Throughout my lengthy sales career, I’ve been through a number of such transitional periods, and I’d like to share these six tips that I’ve personally used to develop successful outside sales teams.

#1: Introduce New Hires to Your Sales Leaders

If I asked you who your sales leaders are, you could probably name them off the top of your head. These are the people who have been successful over the long haul for your company. They are your role models. When new individuals join your sales team, they should get to know the sales leaders and aspire to be like them.

#2: Provide Step-by-step In-house Sales Training

I recommend a week of in-house sales training for all new outside sales representatives. Before new hires go out on any sales calls, several different staff members should guide them step by step through the inner workings of your products and services, as well as building a call database, conducting a demo, assessing the customer’s needs, closing a deal and more. Online training may be valuable, too. Make sure that after a week of training, they are fully prepared to get on the phone and schedule their own appointments and demos.

#3: Coach Them During Initial Appointments

Once in-house training is complete, you should accompany your new hires on the first few appointments they have made. Coach them but don’t criticize.

One thing I like to do before we get out of the car is to decide what our goals are for a particular appointment. If it’s an introductory meeting, then it’s to get a demo. If we’ve already done a demo, then we want to close the sale. Explain how they can get to the goal. Show them how to walk the customer from point A to point B.

During the appointment, lead by example. Perhaps you do the first demo and then let them know they are responsible the next time. Review processes with them and let them know your expectations. Then, let them take the lead. Let them gain the experience and confidence they need to be successful.

#4. Set Standards and Expectations

You must let your outside sales new hires know what your minimum acceptable standards and behaviors are. Otherwise, they won’t know and they won’t succeed. If you expect 140 phone calls in a week, then let them know that. Then, if they only make 25 calls, you can manage that at a more granular level (perhaps a daily goal) and take steps for correction.

#5. Don’t Be Afraid to Make a Change

One of the biggest mistakes I’ve made in the past is hanging on too long when new hires aren’t working out. Usually it’s because I think that if I could just help them more or encourage them more, they’d improve. But, when you’re honest with yourself, you know within the first week or so if people are right for the job or not. Unless there are extenuating circumstances, allowing them to remain even though they aren’t going to be successful can create a certain negativity in your department.

Some early signs that place new sales hires on the bubble include:

  • Coming in late on a regular basis.
  • Not taking the initiative to ask questions about their training and your products and services.
  • Making excuses about why they can’t do a demo or make sales calls, especially if you offer them scripts. (Read my earlier post about overcoming call reluctance.)

Anyone can have an off month, but consistent mediocrity won’t work in the long run. Even if you feel like you’ve invested a great deal of time and energy in your new hires, it’s better for them and your company to call it quits sooner rather than later. Then, you can go back to your pool of possible candidates and try again.

#6. Create a Team that has Fun

Bottom line, you want to have an outside sales team that has fun and develops camaraderie. And, when there’s success, people are having fun and building positive relationships. Therefore, do everything you can to surround yourself with salespeople who are capable of being successful.

How to Recruit for B2B Outside Sales Positions

How to recruit people for b2b outside sales rep jobsAlthough economic analysts tell us the hiring candidate pool is overflowing right now due to the recent recession, I still think it’s a challenge to hire the right person for a business-to-business outside sales representative position.

In our industry, copiers and printers are more than just office equipment, they are technology solutions that improve business workflow. An outside sales rep needs to not only be assertive, personable and motivated, he or she also needs to have a strong understanding of the technical products and software we offer. It requires just the right fit.

If you’re in the process of recruiting for an outside sales position in your industry, here are three sources of potential candidates I recommend trying:

People You Know

If you’ve been in an industry for a decade or more, then you probably know at least a few (or probably many) colleagues in your industry or related ones. You may even be good friends with some of them. This is the most logical place to start when you’re recruiting for a sales position. The chances of finding a good fit among this group are better than average.

Characteristics of those who may be interested in a new position include:

  • Those who are unhappy in their current position or locked into a smaller earning potential. A salary plus commission and bonuses can be very appealing to some.
  • Those who want to get more in-depth with the kind of technology you offer or are excited by working in a field where things change frequently.
  • Those who might enjoy the work environment you offer, whether the selling point is flexibility, family atmosphere or the latest tools of the trade.

People Your Employees Know

Another great source of job candidate referrals may come from your current employees. This is based on the same principle as my first recommendation. When you know someone, you not only have a good idea about personality, work habits, knowledge, etc., you also have a vested interest in his or her success.

At Copeco, we welcome employee referrals for our open job positions. If we hire, train and then retain someone an employee suggested, we’ll give the referring employee a bonus.

People You Connect with via Agencies, Ads and Websites

I list this option last because it requires the highest time investment and sometimes nets the lowest return. That’s because you have to wade through a pile of resumes from candidates who:

  • May be overqualified or underqualified
  • May not have the right personality for the job (which is pretty tough to tell just based on a résumé)
  • May not have the right experience for the job

Afterwards, there needs to be a screening interview and several in-person interviews to gather multiple opinions about the candidate. And, although you should always have candidates go through some type of interview process (whether you know them or not), the agency referral is usually the complete unknown.

Keep the Pool Filled

However, sometimes even the most promising candidate doesn’t work out. You usually know if a person is the right fit within the first week of training or on-the-job interaction. So, just in case your first choice doesn’t work out, be sure to retain your list of potential candidates so you can seamlessly continue your search.

How to Print Envelopes Using a Sharp Printer Copier

How to set up a bypass tray for envelopes on a Sharp copierI like how an address looks when it’s printed directly onto an envelope. To me, it’s more professional than labels. Unlike the “old days,” when typing an address was commonly done with a typewriter, most of today’s printers make envelope printing easy.

You may be one of the many people who like to print envelopes using a desktop laser or inkjet printer, and that does work well for the occasional printed envelope. But if you print envelopes frequently – say, more than 5 per week – this may not be the most cost-efficient method. Plus, if something goes wrong while you’re printing, you run the risk of wasting paper and money, especially if you’ve got high-quality paper loaded in one of the two standard trays. If one tray runs out, the desktop model will automatically pull from the other tray, no matter what’s in there.

With a Sharp multifunction printer, I recommend setting up a bypass tray just for envelopes. It doesn’t take long to do, and then printing envelopes is very easy afterwards. Here’s an easy-to-follow guide for envelope bypass tray set-up:

  1. Load a stack of #10 envelopes face down in a bypass tray.
  2. On the control panel, you’ll see hard keys and the touchscreen. Choose “system settings” (hard key). The remaining steps are handled through the touchscreen.
  3. On the screen, select “paper tray settings.”
  4. On the next screen, choose “tray settings.”
  5. You should see an arrow on the screen now. Toggle down until you get to the correct bypass tray and press the key that says “change.”
  6. On the last screen, you’ll see “type.” Select “envelope,” and then for size, choose “comm-10.” Press OK.
  7. Then, press “CA” (clear all). This will return you to the home screen, but it won’t clear the new settings you just entered for the envelope bypass tray.
  8. Now that the bypass tray is prepped for envelopes, you can be confident your Sharp copier will not print from this tray unless someone specifies it.

If your Sharp printer is set as your default printer, you can just create an envelope in Word, click “print” and the system automatically will pull the envelope from the bypass tray. If the Sharp printer is not your default, you’ll need to choose “print” from Word’s file menu and choose the correct printer. Tip: make sure you click “close” at this point, or the system will send stuff to the printer before you’re ready. Happy envelope printing!

Interested in learning how to make a booklet on a Sharp printer? Read my earlier how-to post.

How to Make a Booklet on a Sharp Copier

As Copeco’s customer service trainer, I have a long list of copier and printer FAQs. One question I often get is how to turn letter-size documents into a booklet or pamphlet. If you’ve got a digital Sharp copier, the answer is easy. It only takes a couple clicks on the touch screen, and the copier takes care of the rest.

Schools, churches and similar organizations frequently use this option because booklet publications made in house can help save on outsourcing of small print projects. Many MFPs (multifunction printers), including several Sharp models, will even fold and staple the brochures.

Here’s a step-by-step guide to using a Sharp MFP to create a booklet:

  1. Organize your letter-size documents in the order you want them to appear as booklet pages.
  2. On your Sharp’s touch screen, select “special modes” and then “pamphlet copy.”
  3. Load the documents into the document feeder and press start.
  4. While you wait, the Sharp copier/printer will scan each document into its memory; reduce and rotate the document images so that two will fit onto each sheet of paper in the correct order; and place the images on both sides of the paper.
  5. The copier will fold, staple and place the pamphlets into the finisher for you to pick up.

When it’s time to print additional brochures, either use the original letter-size documents or make double-sided copies of the booklet. I hope your office gets plenty of use out of this booklet-making guide.