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5 Printer Tricks to Improve Office Efficiency and Reduce Spending

Posted Tue, November 14, 2017

Beams of light sent across top of printer

Printing technology is often a major source of stress and spending for businesses of all sizes. From the time spent performing maintenance repairs to the cost of toner and ink, many office managers cringe at the thought of operating printers and copiers. Luckily, OneSOURCE has learned a few printer tricks over the past 30+ years that can save your business time and money.

1. Invest in a Print Management Program

Print management allows businesses to outsource printing and copying responsibilities in order to improve operations. Valuable time originally spent resolving common technology issues or overseeing maintenance repairs can be redirected toward productive tasks for your business. A full-service print management system, such as Os3630, can save up to 35 percent on printing costs and give back valuable time to businesses.

2. Replace Old Devices with a Multifunction Printer

Multifunction printers (MFPs) save time, space, energy, waste, and money. Essentially, an MFP is a combination of a printer, copier, scanner, and fax machine, all in one package. According to Hewlett-Packard, MFPs can conserve 30 to 80 percent more energy compared to the energy needed to power four separate machines.

3. Set Default Settings to Print Double-Sided

From contracts to presentations, businesses tend to use an exorbitant amount of paper. Not only does reducing paper usage lessen a business’ environmental impact, but it can also save on operational expenses. Set your printer’s default settings to automatically print documents on both sides of the page and reduce paper usage (and filing) by half.

4. Use Narrow Fonts

Slim fonts take up less space. While the results aren’t dramatic, using narrow fonts can reduce the amount of paper necessary for each document. This can lower costs and reduce waste, ultimately allowing more time for productivity in the office.

5. Utilize Cloud-Based Document Management

Cloud-based document management systems take the stress out of office organization and security. Share files among team members to enhance productivity and optimize collaboration. With the cloud, documents become accessible from any device with a login, allowing for productivity on the go. Cloud-based document management systems have security measures in place to protect documents with passwords and backup generators. Systems such as FlowCM optimize the efficiency of your device’s storage capabilities while reducing costs typically spent on hardware installation and physical servers.

There are many ways to save time and money while optimizing office efficiency. At OneSOURCE, we strive to assist businesses in optimizing their print and document imaging processes. Our highly trained staff would be happy to speak with you in more detail about our print management services. Contact us or schedule a visit to any of our four Oklahoma locations for more information.

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