Whether a large corporation that serves thousands of people in a single day, or a small, family-run business that serves a local community, one aspect of your business that can help or hinder your success is your business's printing capabilities. Printing is one of the largest expenses for many offices around the nation. Because of this, it is important that every company know the answers to these four questions about your business's printing strategy:
1). How is your current printing technology used?
How many office copy machines or printers do you have, and how often do you use them? Do you print large amounts of documents every day, or only once in a while? The answers to these sorts of questions greatly impact how efficient your office printing capabilities really are. You may have too many printers and copiers, or not enough, yet not know it simply because you yourself do not regularly print documents.
2). Do you have a documented print strategy?
What are your goals for printing, and are they clearly documented for employees to understand? Is personal printing allowed, and if so, under what circumstances? Do certain types of documents get priority over others, or is access to printing and copying restricted to certain employees? Whose job is it to take care of paper jams, or what happens when Copier C needs repairs and cannot be used for an afternoon? Knowing how your employees use printers and copiers and making sure that everyone on your staff knows the regulations can prevent lost time in seeking out the answers to what should be common knowledge.
3). Do you know how much you're spending on printing?
On a monthly, weekly or daily basis, do you know how many reams of paper you use, or how much toner? What is the yearly estimate for repairs and replacements to your printers and copiers? How much on-the-clock time do your employees spend trying to fix printer errors or jammed copiers? It's important to make the process as smooth and surprise-free as possible, while also keeping costs low.
4). Are you currently working with inefficient devices?
How new are your printers and copiers? How much time and money is lost in waiting for repairs to older machines? How much time is lost in printing in high volume on printers or copy machines not made for the purpose? If you were asked about using a mimeograph or ditto machine, you'd laugh it off, but printers and copy machines made even just a decade ago lack many business-crucial improvements, such as wireless capabilities. Older machines, too, are more prone to breakdowns, thus altering the flow of the workday and incurring extra expenses for their repairs.
Answering these questions can bring measurable improvement to your office’s efficiency. This free guide includes a printing strategy that can save you money and guarantee that you are
getting the most out of your printing services and supplies. Distribute this policy throughout your office or use it as a guide to create your own printing strategy. Then sit back, relax, and watch your printing costs decrease while your efficiency improves.