Streamlining organisations is an important way to both establish what is and isn’t working, as well as cutting down on unnecessary costs. One area renowned for waste is the print environment. By optimising this space, you are able to save on costs as well as reducing the company’s carbon footprint. While this can seem like an overwhelming task, taking it step-by-step will make it that much easier. Here is a guideline to help you out.
5 Steps to Optimised Print Environment
- Equipment assessment
Go throughout the building and make a register of absolutely every printer and copier, their make, model and year. You need to assess how many people are connected to these devices, and what volumes are being printed daily. If possible, it’s worth making a spreadsheet of the devices and doing a little research into the cost of printing, cartridge replacements and where they are most effective.
- Implement print codes
Printing is a big expense, but many employees will still print unnecessarily if the printing is not being monitored. One of the best ways to optimise your print environment is to install software that requires employees to input their unique access codes when they want to print. This way, you are able to monitor who is printing what and when. Take a weekly assessment of the print volumes and keep track of this data.
- Analyse printing behaviour
Once you have implemented the printing codes, you are able to visually reflect the printing behaviour of each employee or department. This way, you can quickly deduce where the print environment is not operating effectively and how this needs to be addressed. Practices such as changing from colour to monochromatic printing; printing on reused paper; or simply not printing but rather emailing can be implemented.
- Consult with suppliers
Now that you have the necessary data available, as well as a complete inventory of your printing equipment, it is worth consulting with suppliers about the effectiveness of your print environment. It might be worth trading in some of your older equipment for one machine that will prove to be much more cost-effective. You might discover that software updates or a setting’s change could easily improve the print environment.
- Check the progress
Once you have completed the four steps, it is important to keep checking the latest data to ensure your print environment is effectively optimised. There might be more ways you could tweak operations through updates or digitisation of equipment. Keep in contact with your suppliers as they are best-placed to ensure ongoing success.
Read More: 8 Eco Friendly Printing Tips
Through effective print optimisation, you will be ensuring necessary cost savings – sometimes up to 50% on print costs – and enhanced productivity throughout the company. It’s important you don’t become complacent as there are always new ways to improve the print environment.