How to Harness Office Technology to Reduce Costs

Your business runs on office technology such as printers, copiers, and computers. They are the backbone of production and in doing so, add to your budget. Take, for example, printers. While the cost of printing per page is less than a penny, when you’re printing at high volume these costs add up. Reducing your in office printing can help the stress on your budget. Read on to learn how to continue to use your office technology at full speed and save money.

Implement Print Rules

The easiest way to use your office technology to your advantage is to utilize specific settings. These settings allow you to implement printing rules without having to monitor every employee. Here are a few to get you started:

• Default printers to black and white
• Create authorized users for printing access
• Automatically delete print jobs that do not meet rules in place
• Send color/high-volume print jobs to lower cost per page printer

Encouraging Employees to Jump On Board

Communication is key when restructuring your office’s printing environment. Let employees know that you are tracking print activity and that their participation in print reduction is essential. Send your teams a monthly report so they can see how much they are printing and visualize improvement month to month.

Other ways to involve employees with print reduction is encouraging them to print out only needed pages from a 100-page document and to have them double check that they are not printing in color when unnecessary.

Going Green, an Added Bonus

Often, when your goal is to reduce printing you also increase your sustainability efforts. Settings such as duplex printing, trashing duplicate print files and routing faxes to email all help to reduce waste. Your business will be saving money while reducing your impact on the environment.

Use your office technology to profit your business, not cost it more. Putting print rules in place with employees who are on board will make a smooth transition. To learn more about office technology and our selection of equipment, contact us today!