1.) Appoint a ‘Printing Manager’. Most organizations view printing as a necessary evil. Although printers or copiers are bought or leased to take care of the needs of a specific department or sometimes a specific area of midsize to large business. Many times that decision is made by a manager of the department. Depending on the size of the company there could be several department managers making these decisions. A better strategy is to centralize the responsibility to one person or a team, depending on the size of the company, to take ownership of the task.
2.) Measure your usage. Once that is done another important task is actually identifying what you are actually spending on the printing and how much actual printing is being done. There are many options available to measure the actual print volume. There are several options available online. Also, most printer vendors out there offer the software for free and most times will offer to provide free reports once data has been collected for a while.
3.) Streamline your Printing Devices. Once actual print volumes are measured it is easier to make informed decisions on the type of equipment to do the job of printing. Many companies have high printing costs from too many personal printers and inefficient device placement. Choosing a centrally placed copier and keeping the personal printers to a minimum usually will help with saving costs.
4.) Go Green. When printers/copiers are set-up it is possible to set default settings to automatically duplex prints and copies. Another default setting if you are using a color print capable device is to print in black & white unless color is absolutely necessary.
Taking these steps should significantly help reduce costs. If this seems to be about 3 more steps than you are willing to take to create the desired savings that are needed you may want to bring in a professional! The potential savings that can be realized in the business world is staggering!
Where faxing documents has fallen away within some industries; the legal vertical continues to be a fax-centric marketplace. Faxes are considered admissible in the court of law, similar to a written letter. Therefore, the importance of sending and receiving faxes in a timely and secure manner is critical to the legal field. Documentation such as fax transmissions must also be tracked for billable purposes. And of course, the security of the information transmitted in a fax is also very important. These are areas that need to be addressed as law firms’ grapple with the use of paper-based faxing.
Traditional paper-based faxing is a labor-intensive process; requiring someone to distribute the documents, file the documents and/or copy and scan the documents to another person(s). All the while, the document’s confidential information is not maintained in a secure manner.
Let’s address each of these potential areas of concern and how they can be alleviated through the use of a cloud-based fax service.
The majority of folks have become well versed in the basic features of your Kyocera copier. Printing, copying, scanning, and faxing have become the norm for your past few business machines. Some freshened up items have been added over the years such as better resolution, a customizable home screen, faster processing, etc. If you search a little further though, there are a ton of new features to make your workday less stressful. Here, we will touch base on some of the more prominent time savers.
Last March my wife and I were discussing the eventual replacement of the tires on her car. I said the tires are in good shape and winter is almost over, there still is a decent amount of tread left, and we should get them in the fall when they are on sale. A few weeks later we had a 22” of snow and she slid off the road….
A Case Study for Cutting waste and cost savings when printing (K-12 and Higher Education)
When looking into purchasing a printer one aspect that most buyers do not consider is the cost of the printer over its life. Most of the time they look at the price tag and assume that it is reasonably inexpensive. This is a common misconception as over its life it may end up costing thousands. The reason behind this is, as I’m sure you have heard, is that they make their money on the ink.
Copiers do so much more than just copy. That is why they are also referred to as multi-function printers (MFP). They can copy, print, scan, fax, store documents, integrate with software, connect to the cloud, etc. They act as the on ramp and off ramp to the digital world. MFPs function as another computer on your network and should be secure. But how much security does your organization need? According to the Federal Trade Commission, “Companies must maintain reasonable procedures to protect sensitive information. Whether your security practices are reasonable depends on the nature and size of your business, the types of information you have, the security tools available to you based on your resources, and the risks you are likely to face.”
If you are currently using traditional, restrictive scan-to-email or scan-to-shared folder methods you are probably going through a number of cumbersome steps to digitize your documents and place them in their chosen destinations. There are also likely some security concerns for how these scans are being transferred over the network or even frustrating hurdles in place for Mac users.
Yes, the holiday season is upon us and students & teachers are looking forward to a much needed “vacation.” But soon the BUBBLE TESTING process will begin again. Does that make you cringe?