It is a sad and surprising fact that over 80% of office workers haven’t been trained to use their office printer. By making simple changes to office printing, you can make a big difference to office efficiency and therefore to business profitability.
The features on modern printers and multifunctional devices (offering copying and scanning as well as print facilities, for example) are designed to save time and money, increasing business efficiency and staff productivity whilst reducing waste.
When used in the correct way, a printer can be an asset to any company, but unless businesses make use of the available technology and implement internal printing policies, this money-saving potential will never be realised.
Recent research has found that in spite of 89 per cent of workers feeling they still need to print to work effectively. Thus if costs are to be controlled, it is essential to implement a printing code of practice for your business.
All businesses are constantly looking to cut costs and improve performance. An often-neglected area for business owners and managers are the costs of the waste caused by poor printer usage and the invisible cost of lost staff time? .
Here is an obvious one: major savings can be made by printing on both sides of the page – but only six per cent of employers surveyed in recent surveys said their businesses regularly use both sides of the paper when printing. Research also shows that perhaps 58 per cent of small businesses don’t even have the facility to print on both sides!
Double-sided printing potentially halves the paper consumption of a business ‘ and so these findings are a surprise. But hopefully, with the number of printers with double sided-printing capability on the increase, it is to be hoped that businesses will make sure staff know how to use them.
And it’s not just money that can be saved by using printers in a smarter way. For example, these days it is a smart move to consider a multifunctional device with a scan to email function. This will allow staff to scan documents directly to their email inbox to be saved or forwarded on as required. The Some machines also feature a USB port that allows documents to be printed directly from or scanned directly to a USB memory stick – perfect for businesses with staff that spend a lot of time on the road and away from the office.
Avoiding waste wherever possible is always a smart idea. Typical areas where wastage can be avoided is to break the habit of draft printing for proof-reading and printing emails. The waste that builds up from improper printer use can be excessive.
Implementing a policy within your business that makes use of printer functions and increases efficiency shouldn’t be difficult. It is certainly not a good idea just to assume all members of staff know how to use every facility your printer of multifunctional device offers
It is crucial to explain to staff why a few moment’s thought is so important when deciding to print or not to print, and what it means to your business. Make sure your printing policy is comprised of simple, easy to implement steps. This can not only save money, but save time for your staff and reduce the environmental impact of your enterprise.
Jimi St. Pierre writes for a number of office systems suppliers including Principal (http://www.principalcorp.co.uk/). Carrying out a Print Survey will identify desireable or necessary changes in policy and products . This is where specialist companies such as Principal can help. Often these surveys can be provided on a nil cost basis, and are your first step to reducing print costs: so what are you waiting for?