Lowering Costs Through Smart Technology

Eliminate Personal Desktop Printers

Desktop inkjet printers seem like an inexpensive perk for individual offices, but they are a massive money sink. The hardware is inexpensive upfront, but replacement ink cartridges yield very few pages and carry a high cost per page. Consolidating your office around a centralized, commercial-grade multifunction printer dramatically reduces your cost per page while lowering ongoing maintenance headaches.

Implement Secure Print Queues

A huge portion of office paper waste comes from jobs sent to the network printer and completely forgotten. Secure print queues hold a document in a digital waiting line until the user physically authenticates at the machine with a badge or personal identification number. If the job is not claimed within twenty-four hours, the system automatically deletes it from memory, preventing abandoned stacks of sensitive documents.

Set Cost-Effective System Defaults

Most employees simply hit a keyboard shortcut to print without adjusting their print settings. If your network printers default to single-sided color, you are paying top dollar for routine internal memos. Have your network administrator configure print drivers across your entire network so every computer defaults to black-and-white and two-sided printing.

Upgrade Your Digital Workflow Tools

High print volumes are often a symptom of an outdated business process rather than a printing problem. Employees frequently print long documents simply to cross-reference spreadsheets on a single screen or to collect physical signatures. Investing in second monitors and digital signature platforms removes the operational need to put ink on paper.

Monitor Print Volumes by Department

You cannot manage what you do not measure. Centralized print management software gives you complete visibility into which departments and users generate the highest volume. Simply letting your team know that usage is actively tracked typically reduces unnecessary print jobs by about ten percent almost immediately.

Getting the most out of your technology does not always require buying flashy new equipment. Often, it is just a matter of configuring the tools you already own to work more efficiently for your business.

If you want help setting up secure print queues, configuring domain-wide settings, or streamlining your office hardware, give us a call at (888) 814-4843.