Excellent time management is key to running a successful business. However, many companies and their IT staff waste precious hours resolving the same recurring printer problems instead of maximizing time on more important projects.

If this sounds familiar, you’re not alone. Thankfully, creating a smarter, more efficient printing process is easier than you think. It simply takes an honest review of your current process—and a great partner.

How Are Your Office Printers Used?

Consider how each office printer or copier machine is currently being used. For example, many companies have what’s often called a “workhorse” printer, or a machine that employees operate at a nearly nonstop pace every day.

It might sound cost-effective to minimize the amount of office printers. In the long run however, it often wastes money as these workhorses wear out faster. Also, office functionality decreases as more employees must walk farther to reach the printer or copier machine.

On the other end of the spectrum, some offices install too many printers in one area. Maybe one department has six team members each with their own desktop printer—but each machine receives low to moderate use. This wastes both space and significant expenses.

Instead, consider optimizing your print environment by consolidating to one large multifunction printer for the entire department to use. Your company will significantly save on ink, toner, paper and service costs.

Also, ensuring that you’re using the right machines for your needs significantly cuts costs. If you have a device with a capability to print on full-color 11 x 17” paper—but everyone exclusively prints in black and white on 8.5 x 11” sheets—replace it with a more simple machine. This alone can save thousands.

Consider Your Team’s Printing Habits

One way to rein in spending is by carefully reviewing your employee’s printing habits. Are certain team members printing significantly more than others with similar roles? Should more employees print double-sided? Can some pages be printed in black and white rather than full-color?

By closely looking at these everyday actions, business owners can start understanding where simple changes can be made, each leading to reduced printing costs.

Now is also a great time to review your product supply and ordering process. If the office currently has shelves filled with unused toner, ink, paper, etc., chances are you’re ordering too many supplies. Or, if the supply team is constantly scrambling to purchase last minute items, consider ordering more product in advance. This will make their time more efficient and eliminate possible rush fees.

Choose a Trusted Print Management Partner

By thoroughly examining your own printing process, you’ve made a great first step towards a better print management system. However, why not take your smarter print strategy to the next level by partnering with a trusted managed print provider. These printing experts can accurately identify exactly where extra time and money is wasted—and offer top-notch strategies for getting these resources back.

Curious about what a print management service can do for your business? Let’s set-up a 15-minute, no-strings-attached call and discover how the imageOne team can optimize your office. We’ll even throw in a free $50 Amazon gift card for your time.



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Kim Coots

About Kim Coots

With 25+ years of experience in business and leadership development, Kim Coots specializes in helping leaders achieve their business goals and grow their organizations easily and efficiently. Her favorite part about working at imageOne is the opportunity to cultivate extraordinary relationships.

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