Written by Kyle Moore, freelance blogger
Despite many people talking about a ‘paperless office’ you still have stacks of paper in your office, right?
You’re not the only one, since statistics show there may even be a rise in paper usage before it may eventually drop. And when you look at your financial reports you know it’s a huge expense each month, not to mention the time it takes your team to create, print and distribute necessary paperwork.
You won’t get it right to eliminate this task, but there’s a lot you can do that will benefit you financially as well as save you some time and therefore increase productivity. Here are the most effective and easy methods to implement.
Audit your printing
Do you have an optimised printing setup? You may be able to optimise output, quality and cost when you follow an expert’s advice. Or perhaps it’s time to upgrade to new printers that will give you a much better output. The cost savings could be enough to cover the capital investment.
It’s also smart to share with your team how much they’re printing and what it’s costing the company. Having this perspective could make them print less, especially those who want to minimise their carbon footprint.
In the modern world, you don’t have to be in the same room as your printer and you don’t even need a computer; simply go mobile. This is also essential since modern business trends like remote working require people to operate from anywhere.
As long as you set it up correctly anyone can print straight from his or her mobile to the printer at the office where someone else can process or distribute it further. This makes it easy to print on the go and save time travelling to the office. It even improves productivity.
So, the right setup can indirectly save you travel time and travel expenses while you don’t use valuable minutes or hours that can be spent on other responsibilities. Not sure how to set this up? That’s when you call in experts for a mobile printing solution, so you can get as much benefit from it as possible.
Check all details before you print
Coach your team in considering multiple factors before hitting the ‘Print’ button:
- Can you expand the margins so you get more text on each page, limiting the number of pages you print?
- Print on both sides of the paper to limit unnecessary paper usage.
- Double check colour settings and preview your document so you don’t have to reprint anything because you only notice a mistake once it pops out of the printer.
- Fonts like Times New Roman require less space, so you’ll fit more text on a page.
Do you really need to print that?
While sharing of information is important, having it on paper isn’t always a necessity. If everyone brings their laptops to meetings, email them reports rather than printing it out. Also, if the important information you need is on a certain page of a document, don’t print all the pages. New habits can go a long way in saving time AND money.
All it takes is a few adjustments in your printing setup and you’ll love the effect on your bottom line AND your schedule. If you have more tips for other readers, please don’t hesitate to share.