The ideal method to automate your in-office print procedure is to collaborate with an experienced managed printer or copier service (MPS) provider, but it’s not the only option. In truth, you can make changes to your printing environment on your own.
We can show you how to streamline your company’s internal printing procedures without using an MPS supplier.
To improve your print environment, follow these four steps:
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Examine your present printing procedure
First and foremost, it’s important to take the time to precisely and thoroughly assess your present print process. After all, you won’t be able to identify your wants and make improvements if you don’t fully comprehend your circumstances.
There are a few crucial inquiries about your printing procedure to address:
- What types of print and copy equipment do you have?
- How many users are there for each device?
- Where in the building are the gadgets situated?
- How many pages do you typically print per device and overall?
Also, if your company has several structures or locations, be sure to thoroughly assess the print environment in each one.
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Understand Your Print Budget
It’s time to figure out just how much you’re now paying on a printer or copier after you’ve thoroughly evaluated your devices and their usage. This covers vendor contracts, leases of equipment, toner, ink, and paper, as well as maintenance contracts.
Many businesses fail to monitor their print expenses carefully. This frequently results in people spending far more money than they should.
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What Need Do Your End Users Have?
You are therefore aware of the printer or copier devices you own and the money you spend on them. It’s time to examine the wants and habits of the people who will actually be using the printer and copier—your team members!
Start by examining the gadgets that employees are utilizing and their motivations for doing so.
For instance, a worker might have quick access to two separate machines, one of which is a sizable “workhorse” system that is shared by many users and is situated across the room. The other is a tiny desktop printer that is easy to access.
Thus, it makes sense that the employee would favor and frequently utilize the desktop printer. This minor convenience, nevertheless, can result in huge expenses over time. It is nearly always more cost-effective to purchase a printer designed for several users at once, unless there is a compelling reason why each employee needs their own printer.
Nonetheless, every business has particular requirements. A larger printer to employee ratio is frequently needed in law firms than, say, in manufacturing facilities. You may come up with a solution that benefits both the staff and the company by thoroughly assessing everyone’s requirements at the team and department levels—and training them on best printing practices.
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Size Your Print Device Fleet Correctly
You’ve completed your research, so it’s time to take action!
Placing the appropriate equipment in the appropriate places is known as “right-sizing” your printing devices. Moving machines to different locations within the company is sometimes a simple solution. Sometimes it entails coming up with more affordable options.
Consider the possibility that you presently only utilize your sophisticated, multifunctional color printer for simple print jobs. Change it out for a less complex—and more reasonably priced—device. Unless you want to pay for something you don’t need.
Your business is well on its way to improving your printing environment by adhering to these simple procedures. Why not take things a step further and collaborate with a trustworthy MPS partner while you’re at it? It’s the simplest, most effective approach to cut your printing costs while providing excellent end-user service.
What’s superior? Your IT team’s time will be freed up to concentrate on your greater business objectives since less time will be spent on printer optimization. Set up a free, 15-minute call with no obligations to learn how. Repair for A1 Printer can optimize your print environment for increased productivity and reduced costs.
Conclusion
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