Businesses are always looking for ways to cut costs and reduce their carbon footprint. But, what if there was a way you could do both at the same time?
Well, actually there is. By establishing a printing policy at your company, you can drastically reduce waste and save money. A printing policy outlines rules and standards regarding how employees can print. This includes everything from establishing limits on how many pages each employee can print, to mandatory default settings, and when color printing is allowed.
Have you ever walked past a printer or MFP and asked yourself whether the jobs sitting in the output tray are ever claimed or whether that email you came across could have been printed in black and white rather than color? If so, a printing policy can help address and erase doubts to ensure your office printing is being conducted at the most reasonable cost possible. And although printing policies can be useful at businesses of every size, they are perhaps most beneficial at large enterprise-level organizations where printing waste is often substantial.
But, printing policies are not a one-size-fits-all arrangement. Before tackling the process of creating printing rules and enforcing them, you need to be sure you’re ready. Here are a few questions to ask before implementing a printing policy.
1. Do we have support from upper-level management? Without buy-in from top executives, you can’t really establish any company-wide policies. But, more than that, you also need management to agree to abide by any printing policies that are put in place so they can demonstrate proper printing behaviors for all employees.
2. Do we have the right equipment? It’s easy to establish rules, but it’s much more difficult to actually enforce them. Do you have the right equipment that ensures users print on both sides of the paper, or only releases print jobs when an employee enters their ID number at the MFP? Some older equipment might not have these functionalities, so it could be time to upgrade to more advanced and energy-efficient hardware.
3. Would a document management solution help? Employees often print unnecessarily because they lack the tools and resources to go “paperless.” Relying too heavily on paper documents is costly, inefficient, and requires the use and storage of lots of paper. But, a document management system is designed to automate document processes, thereby significantly reducing the need to print.
Establishment of a print policy is a wise investment of time and can deliver a number of benefits for any organization. A consultation with a qualified print and document management provider can help develop a strategy that leads to reduced costs, reduced waste and improvement in the security of your business documents.