Managing your print infrastructure efficiently is a quick and easy way to minimize your IT budget. Many small and large enterprises don't realize that they are using ineffective printing models, but you won't be one of them if you follow these tips.
Replace Outdated Printers
Your outdated and cheap printers may meet the absolute minimum requirements, but they're taking a bit out of your IT budget.
Any piece of equipment that is five years old (or older) requires frequent repairs and causes more trouble than it’s worth. Because old printers are no longer under warranty, fixing them is costly and challenging. It’s also difficult to find replacement parts for old printers because manufacturers have stopped carrying them.
When you replace outdated equipment with newer, multi-functional upgrades, you’re investing in hardware that will pay for itself with increases in productivity and efficiency.
Avoid Purchasing Unnecessary Supplies
A poorly managed printer environment will result in a stockpile of cartridges, toners, and reams of paper. This happens when, for example, an employee mistakes a basic malfunction for a lack of ink and then makes an unnecessary supply request. This is more common than you may think and definitely more expensive.
In the absence of a dedicated printer manager, you can avoid this situation by automating supply replacement. Assign a point person to proactively place orders when supplies are about to run out, so one person is accountable for avoiding needless orders.
Impose Strict Process Workflows
Submitting expense reports, filing trip reimbursements, and other administrative tasks require a proper document workflow. Without proper guidelines, employees and administrative staff end up printing unnecessary documents.
Automate your company’s document-driven processes to reduce or prevent redundant print jobs that result in stacks of abandoned documents. These print jobs aren't just wasteful, they're also a security and privacy concern.
Designing a document management solution that reduces paper consumption is an effective way to save money. It may not be possible in every department, but those who can do their jobs without printing should be either forced or incentivized to do so.
Adept Solutions can advise you on printing options for your business. Trouble-free printing helps increase productivity--and paperless solutions can make work even easier. Call us at 530-751-5100.