Do you have a print policy in your office?  If you’re like many small and medium-sized businesses we work with you most likely don’t have a formal plan in place.  But having simple and easy to follow guidelines and parameters in place for office printing can not only save you money, it will help reduce office waste and increase efficiency.

To help you develop a print policy for your business, ask yourself these six questions:

  1. How many prints will you allow each department to make? As you well know, printing needs can vary from department to department. For example, your finance team may have a higher printing need to maintain hard copy records of invoices and contracts. Other departments may have a lower printing need if the majority of their processes are software-based.
  1. Which departments are allowed to print in color? Printing in color typically costs more than printing in black and white, so an easy way to realize immediate cost savings is to limit access to color printing in your office. While your marketing department probably has a need for color printing, your HR and finance departments should be just fine printing in black and white.
  1. What is the default setup for printers in your workspace? By selecting options such as double-sided / black and white for your default settings, you can automatically reduce paper volumes and printing costs in your office.
  1. Do you have a procurement policy in place for printing? Incorporating clear procurement guidelines into your print policy for purchasing printers and printing supplies can help to manage arbitrary purchases that don’t align with your broader IT investment.
  1. How are your printers serviced? Having a game plan for troubleshooting printing issues can help to minimize the number of expensive service calls.
  1. How do you enforce your print policy? While it’s important to develop a print policy, it’s even more important to actually enforce it. Many companies have a lot of success by emailing weekly tips and reminders for appropriate use of printers in the workplace.

Contact us to learn more about how you can reduce printing costs!