Despite the laudable steps companies are taking towards becoming paperless, the importance of printers cannot be downplayed. In fact, it is imperative for companies that deal with tons of paperwork to find ways on how best to operate and manage printers. Failure to manage printers properly not only jeopardizes their functionality and longevity, but can also lead to mightily high printing costs. There are various ways a company can make sure printing costs are reducing including optimizing an environment with the right type and number of printing devices. It is also important for a company to make sure that they purchase the cream of the crop printing devices that are cheap to run.
Better management of printing devices is achieved primarily by combining an optimized environment and making sure that the employees are responsible, accountable, and knowledgeable in all their printing endeavors. Cultivating a culture of responsibility when it comes to all the printing activities would go a long way in reducing printing costs because it will tame employees who knowingly or unknowingly copy and print documents indiscriminately. Below are some valuable tips that will help any company reach its fullest saving potential by better management of printers and reduction of printing costs.
Analyze the Costs
The first step towards walking down on the path of better management of printers and reduction of printing cost is by analyzing the costs. Unfortunately, many companies do not recognize the importance of proper management and maintenance of printing resources in curbing rising printing costs. It is only after a company has an overview of the printing costs can it be able to come up with viable means to curtails improper usage of printing resources.
Apart from analyzing printing costs, a company can also analyze the printing activities in order to look for ways for saving. There are some tracking tools and solution that can offer assistance when analyzing costs and printing activities. Once a company gains an overall understanding of the printing activates and costs, it would be in an advantaged position to make informed decisions.
A print policy should include rules to be followed when using the printers. The rules should be aimed at making sure that the printing resources are used properly, efficiency and accordingly. A print policy should encourage all employees to use printing resources responsibly. The rules in the print policy should sternly discourage wastage. It should state that the employees should only print what they only need. Reduction of wastage saves on not only paper, but also the toner, which can be considerably expensive when misused.
Set Cost Saving Printer Setting As Default
Implementing costs-saving printer setting as the default is a quick and easy way to ensure that the printing resources are used properly, and printing costs are reduced. Defaults setting such as double side printing and the use of black and white can significantly save on paper and toner. At times, color printing is a luxury that some of the department might not really need.