Partnering with experts to manage your IT workflow will make your daily operations more efficient and economic. Our specialists will gladly recommend best practices and tips on document management. Many enterprises are unaware of the inefficient printing hardware and processes that lead to unnecessary expenses. To manage your printing needs efficiently and minimize your spending, follow these tips.
Replace outdated printers
Your old printer may still be getting the job done, but is taking a bit out of your IT budget.
Any equipment that is five years old (or older) causes more trouble than it’s worth. Because old printers are no longer under warranty, fixing them is costly and challenging. It’s also difficult to find replacement parts for old printers because manufacturers have stopped producing them.
When you replace outdated printers with newer ones, you’re investing in hardware that will pay for itself.
Avoid purchasing unnecessary printing supplies
A poorly managed printer system will result in a stockpile of cartridges, toners, and reams of paper. This happens when an employee mistakes a malfunction for a lack of ink and then makes an unnecessary supply request. This is more common than you may think and definitely more expensive.
Even without a dedicated printer manager, you can avoid this situation by automating supply replacement. Assign a point person to order when supplies are about to run out to avoid ordering items in stock.
Impose strict printing process workflows
Submitting expense reports, filing trip reimbursements, and other administrative tasks require a proper document workflow. Without proper guidelines, employees and administrative staff end up printing unnecessary documents.
Implementing a printing process workflow can reduce or prevent redundant print jobs. Go paperless
Implementing a document management solution that reduces paper consumption is an effective way to save money. Printing lengthy email chains that can be discussed in a meeting is wasteful and should be avoided. And for businesses that have shifted to a work-from-home setup, going paperless makes total sense.
Reduce IT support calls for printing issues
Calling on an in-house IT technician to assist with paper jams and Wi-Fi issues probably does more harm than good productivity-wise. 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.
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