It may not seem as though your printing infrastructure is costing your business a great deal. But if left unmanaged, you could end up with an overinflated IT budget dominated by equipment maintenance and hardware and supplies purchases. Here are some ways to avoid that.
Replace outdated printers
Outdated and cheap printers may be functional, but they are putting a huge dent in your IT budget.
Any piece of equipment that is seven 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 more costly and challenging. It’s also difficult to replace parts for old printers because manufacturers have stopped carrying them for models that have been phased out.
When you replace outdated equipment with newer, multi-functional printers, you’re investing in hardware that will pay for itself with increases in productivity and efficiency.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 could result in a stockpile of cartridges, toners, and reams of paper. This happens when, for example, an employee uses a printer that’s about to run out of ink and makes an unnecessary request for a new ink or toner. 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 your company can avoid needless purchases.
Impose strict process workflows
Submitting expense reports, filing reimbursements, and other administrative tasks require a proper document workflow. Without a guideline, employees and administrative staff tend to print an unnecessary amount of documents.
Automate your company’s document-driven processes to reduce or prevent redundant print jobs that result in stacks of abandoned documents. Not only is it wasteful, it’s also a security and privacy concern.
Designing a document management solution that reduces paper consumption is the best way to save money. It may not be possible in every department, but those who can do their jobs without printing should be encouraged to do so by management. Printing lengthy email chains that can be discussed in a meeting is just one example of a wasteful practice that should be avoided.
Reduce IT support calls for printing issues
Calling your company’s IT guys to assist with problems like paper jams, printer Wi-Fi issues, and other concerns reduces employee frustration. You and your IT personnel could avoid dealing with these productivity killers by identifying the problem areas of your print environment. Then, you can work on solutions specific to your office, such as drafting a printing workflow, or getting help from document management experts who can recommend time- and budget-saving solutions.
Having a group of experts manage your IT workflow can make your day-to-day operations more efficient and help you save on printing costs. Our experts will gladly recommend best practices and tips on document management. Call Multi IT on 011 435 0450 today.