Looking out for new ways to save money is the responsibility of every good business owner, but the solution to cutting your expenses may be closer than you think. Here are some helpful tips to get your document management back on track and start saving, today.
Assess Your Print Environment
In order to realize true savings it’s important to know the current state of your print environment. Take the first step by conducting a comprehensive inventory of your print environment including the number and types of equipment, age, manufacturers, and placement within the office. Aging, inefficient, or single use machines can cost more in energy usage, maintenance, consumables, and repairs, making it more cost effective to upgrade to high-efficiency, feature-rich devices. Place your new equipment in strategic locations based on need, office flow, and usage to avoid backups, downtime, or over or under utilization.
Change the Way You Print
Reduce your cost of printing by implementing a few simple print rules and educating employees on the benefits of these changes:
- Change printer defaults to black and white only, and double sided only printing
- Restrict color printing to those users or departments that really need it
- No printing of emails
Ensure your printers are equipped with user authentication software, which requires users to input a unique passcode or identifier at the printer before print jobs are released. In addition to eliminating waste from documents that are discarded or forgotten, you will increase your security by preventing abandoned documents from falling into the wrong hands.
Digitize Your Documents
Converting your hardcopy documents to digital has a number of important benefits:
- Cost savings on printing, consumables, and document storage
- Increased productivity with less time spent searching for documents
- Ease of collaboration between colleagues
- Enhanced security with cloud storage
- Gains in square footage with the elimination of physical storage
Make it easier for mobile workers to capture, share, and store their data, with document management solutions and applications which allow users to be more productive from wherever their job takes them.
One of the most effective changes you can make is to outsource your document management to the experts. Manged Print Services can help you save with customized solutions to support your unique business. Contact us today to learn more!