We all know that despite the increase use of digital documents within the office, many people still need to print of documents. The world of printing can be puzzling for lots of users as well as costly if not implemented correctly. Therefore, we have put together six simple steps to help you to increase your print efficiencies and decrease your costs.
1 – Use A Managed Print Service.
Using an MPS (Managed Print Service) can help not only reduce costs but also save time and increase efficiency.
Managed Print Services control and manage all aspects of your printing process, from printer toner levels, engineer call outs and also use insights to optimise efficiency.
An MPS gives you full visibility of your printing which enables you to be more agile, reduce your environmental impact and reduce capital expenditure.
2 – Implement Print Tracking Software.
Using print tracking software means that you know exactly which types of jobs are being sent to the printer and their volumes. Therefore, enabling this continuous auditing you can ensure you are making the most of your equipment and that it is being used cost effectively.
3 – Replace Older Printers.
This may seem like something that will cost you more, however older printers are more likely to use more ink/toner and therefore a newer device will save costs in the future.
As well as this, it is likely that newer printers will also save on time and efficiency as they tend to be faster than older ones. Newer printers can similarly help with reducing your environmental impact as well as costs as they are likely to use less energy.
Another bonus that comes with a newer device is increased functionality and quality of print. Therefore, being smart about modernising your machines could reduce future costs, save time and amplify productivity.
4 – Control What is Printed, and When.
Implementing print rules that allow, hold, redirect and deny printing of documents based on who is printing, where the document is being printed and on the properties of the document can easily help reduce costs.
By also applying print rules based on job properties such as colour, number of pages, double or single sided or even from the applications being used to print from (such as a web browser), you can re-direct print jobs to the most cost-efficient print device anywhere on the network.
5 – Scan To Share Documents rather than print.
When needing to show documents with other team members the likelihood is that you will print them out to share them. Instead of this, using your devices scan to email option is a lot more cost effective and also helps the environment. It can also help keep your workspace tidier as you won’t have pieces of paper flying everywhere!
6 – Implement Sleep Mode On Your Printing Device.
This is something that is super easy too but also very effective, all you need to do is set a timer on your device so that it goes into sleep mode after inactivity. Therefore, while you’re working at your desk your device is relaxing yet ready to go as and when you need.
Need some assistance with the above steps? Not to worry The DNS Team are always happy to help, contact us here.