Wednesday, February 17, 2010

Printer Tips at Work

Admittedly, the different departments in the workplace have different functions. The same is true for employees. In managing a workplace and its properties (including printers and copiers), there are printer tips to keep in mind to help you maximize your ROI and your profits.

1. Assign or get a printer in accordance to the work description and needs of an employee.

One important tip is to observe that printers with specialized or customized uses should be used by those employees trained for those particular uses. For example, printers with engineering functions should be used by engineers or the technical team. As such, it is advisable to group employees with the same functions or work description together so that it will be easier to share a printer.

This will also allow the company to save up on printer devices or supplies. For instance, work groups that have a lot of paperwork or documentations such as the administrative department should be issued a workgroup printer while the technical team, as mentioned, should be assigned an engineering printer. In this way, the company does not have to buy several workgroup or multi-function printers or engineering printers. Some departments or employees can make do with personal printers which are cheaper.

As we’ve said, this tip will also allow your business to save up on printer supplies. For example, employees that do a lot of printing can be given ink or toner cartridges with higher page yields or capacities, compatible or remanufactured inks and toners, or be issued with printer models that use cheaper inks and toners.

2. Plan where the network or shared printer should be placed to maximize the time and productivity of the employees.

The next tip concerns the location of a network or shared printer. In most offices, a network or shared printer is located at the corner of the room or down the aisle (or hallway). This can be time-consuming and may not be entirely ergonomic for some employees. For instance, a printer should be placed near the workstation or desk of the office secretary or administrative assistant because he/she prints a lot. Employees that do not print that much may be assigned to work areas farther from the printer. In this way, the productivity and time of each and every employee is not hampered just because they have to go and fetch their printouts from time to time.

Another possible solution to this scenario is for the company to provide personal printers to employees who need to print a lot. This can be beneficial not only to the employee involved but also to the other employees. If one particular employee prints a lot, this means that the other employees may have to take some time to wait as their printing jobs are put on queue. Providing a personal printer can help hasten the flow of print jobs of the employees.

3. Do Your Homework: Check out the costs of cartridge replacements, maintenance and other components and services for the printer brand or model that you are planning to buy.

Before buying or installing a network or shared printer, it is better to investigate first on the costs of the components and other consumables associated with it. For instance, making a printer that uses expensive consumables available for everyone’s use can be a waste of money. One good example to demonstrate this is printing all-text pages or long reports on inkjet printers which costs more per page. In this case, it is more advisable to use a laserjet printer. Certain types of papers can also consumer more ink than the other types.

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