Printing is often considered just a necessary cost of doing business. But the fact that it is an everyday and necessary function makes it significant. Bypassing your print environment while looking for ways to save could be a lost opportunity, since most businesses spend much more time and money on printing than they need to.
Establishing and enforcing a print policy is an easy way to regain control over your print environment. This important set of guidelines should define your expectations with regards to print for all employees in your organization. Do you have a print policy in place? Get started on yours today by asking yourself the following questions:
- What are your default print settings? Confirm that defaults on all printers are set to automatic double-sided, black and white printing to instantly reduce print volumes and save on paper and consumables. Defaults can easily be overridden for special jobs.
- What is your procedure for purchasing? Eliminate arbitrary purchases that don’t fit your budget or plan with an acquisition policy for printers and consumables.
- Which departments print the most? Certain departments such as finance, produce a greater volume of print than others. Proper printer selection and placement can help eliminate wait times and breakdowns from overuse or inadequate equipment.
- Who can print in color? Due to the high cost of color printing versus black and white, you’ll save money by limiting color print to those departments where it’s needed, such as marketing.
- How are your printers serviced? When printer issues arise, having a clear plan in place can help reduce unnecessary service calls and costs, while reducing down time and enhancing productivity.
- How will you let your staff know about your print policy? Communication and reinforcement are needed for your print policy to be effective. Engage employees by asking them for feedback and consider sending out weekly emails with reminders, tips and print statistics so they can see firsthand how small changes can make a big difference.
A print policy is an easy and effective way to eliminate unnecessary print costs and reduce waste. Do you have a print policy in place? Download our free guide to help you get started!