Business owners like you are always on the look out for ways to increase company revenue. You probably already know that, aside from generating more sales, improving internal processes to eliminate wasteful practices can lead to savings which can help your profits. What you may not be aware of though is that printing is one area where you could minimise your spending.
Cutting print expense is not simply about limiting how much documents employees could print. It is also about eliminating practices which lead to printing waste.
Unbeknownst to many executives or managers, printing waste contributes a lot to their company’s print-related expenses. This is especially true for businesses that do not manage their printing.
What Are the Sources of Printing Waste?
Excessive Coloured Printing: Not all documents printed in your office need to be coloured. For example, excel documents and emails look just fine in black and white. Similarly, materials with company logos which are just for internal use need not be printed in colour. Reducing coloured printing can significantly lower printing expense.
Wasted Paper: One of the resources that’s highly wasted because of printing is paper. Truth be told, a lot of companies are using more paper than they should. Why is this the case? There are various factors in play.
One of the most common practices that contributes to paper wastage is printing documents even when there’s no need to because they are electronically available. Another is printing multiple documents than what’s needed and throwing away the extra copies. It’s also not unusual for documents to be printed and left unclaimed – this doesn’t just waste paper but also increases the chance of data leaks. Printing single-sided is also very common since not a lot of businesses spend time setting up their devices to print double-sided.
Overblown Service Expense: If you have a service contract, those wasteful printing practices mentioned above can result in higher service expense. Remember, service contracts charge based on the number of prints you make. Moreover, rates are higher for coloured as compared to black and white printing.
How to Eliminate Printing Waste
While it is impossible to totally eliminate printing waste in your office, there are steps you can take to minimise it. In addition to preventing wastage, these measures can help enhance print security in your office.
The first thing you need to do is to understand the printing practices of your employees or divisions. What type of documents do they print? Which printers do they use? How much are they printing in a day? Answering these questions can help you understand the printing behaviour in your office and pinpoint wasteful behaviour.
In order for you to track your employees’ printing behaviour, you need to set up user authentication on shared printers. Doing this won’t just let you know what each employee is printing (and his/her print volume) but also helps prevent print wastage. With this feature, you minimise cases of unclaimed documents on the printing tray. This is because the printing does not commence unless the owner is there to claim it. Moreover, this feature allows you to avoid data leaks as documents are only printed and released after the rightful owner enters his/her authentication code.
Based on the information you’ve gathered, you can now identify the sources of wastage and implement changes to prevent and minimise them. One of the essential things you need to do is to set up a print management software tool with the help of copier service provider.
When it comes to print management software, Canon’s uniflow is highly recommended. This solution has features which can make preventing printing wastage simpler and easier for you. For one, it has a rules-based routing feature which can help you limit the print volume for certain users as well as set up black and white printing for select documents.
To prevent printing waste in your office, work with a reputable copier service provider in Ireland like Office Technology. Call us at 01 460 4444 or visit our website today!