Office Printing Habits

Printing the odd document or photo on the nearest printer at work seems pretty harmless right? Its harmless enough if it’s just one person, such as Dave from marketing who is just printing off a couple of tickets for a gig, but when Deidre from HR prints of a 40 page eBook for the new fad diet and Phil from finance decides to print a 4 page letter for his solicitor, printing personal documents becomes something that is deemed as ok by many more employees. It’s a common scenario, which can quickly get out of control.

The printing of personal documents at work consumes a lot of time, money and attention throughout the working day and can cost small, medium and large businesses a heck of a lot of money.

For a business, office printing costs can account for up to 4% of all overheads. Printing is a big investment. However, a large portion of SME’s are blindly unaware of the actual cost of printing within their business.

Getting value for every pound spent on printing can drastically affect your bottom line and is something that very much needs to be taken into consideration, when cutting unnecessary costs for a business. Achieving this doesn’t mean you have to be a scrooge when it comes to your employees printing habits, but it does mean implementing some simple steps, to ensure your workforce don’t take printing for granted.

A robust and well communicated office printing policy, regular printing reports and enabling the Tap ‘n Go technology will provide an insight into printing volume, who is printing, and how much they are printing.

Here are five benefits that can be taking time to understand your employees office printing habits.

1.     The Right Printer At The Right Time

Are the right printers being used for the right print jobs in your office? An example of when the wrong printer is being used could be when someone from the finance department prints of an invoice, using a colour printer that should be used for printing out colour presentation documentation. Try to cut out unnecessary colour printing where possibly.

2.      Boost Efficiency

If a member of staff’s nearest printer is busy, documents can automatically be sent to another printer collection. Doing this will increase the efficiency of your daily printing and ensure queue’s of people aren’t stood around a single printer, waiting their turn.

3.     Eliminate Paper And Toner Waste

Technology such as Xerox’s Tap ‘n’ Go technology enables you to hold print jobs at a device and release them only when a user it at the device.

4.     Accountability

Simply put, you will be able to directly charge print jobs back to an individual employee or a department, making them personally accountable for everything that they print.

5.     Cut Out Unnecessary Printing

Finally, the biggest direct misuse of business printing, the printing of personal items, will be regulated and monitored. This will encourage employees to think carefully before they print something of a personal nature and be likely to stop their time wasting printing activities.

Sam Rose