Though cloud computing has replaced paper to a great extent, it still cannot overrule the need for hard paper completely. There could be many reasons for this limitation including, psychological factors, physical and corporate requirements, and legal documentation.
In almost every big and small organisation, the need for printing and printed documents is ever-steady. And of course, the related costs are a major reason for worries, for the top management. The top officials and management personnel are in constant pursuit of ways to reduce these costs. Well, here’s how you can do it, without having to compromise with the productivity and other operations.
Share Your Files Online
One of the easiest and most efficient ways to replace your paper and reduce printing costs is to share your files online. As you already know, cloud computing is already revolutionising the industry operations, why not use it for file sharing.
As in the conventional file sharing process, you would get the documents and files xeroxed and then share them across using mailer, or other mediums. With the help of cloud storage and your email, you can do the same, without having to physically xerox paper. You can simply scan the file and share it across. Or you can keep it in your cloud and access it whenever you need, without having to maintain physical storage.
Monitor The Printing Habits Of Your Employees
Although sharing e-files can reduce the costs, but it still cannot replace the need for printed paper. Nevertheless, there are still ways to cut the cost. You can monitor the printing habits of your employees.
By integrating online monitoring setup, you can keep a close check on what is being printed. Not just what’s being printed, but also, who are printing it, when, and for what reason. Isn’t it great?
This would help you train your employees on how they can save paper and ink. Hence, reducing the cost. Isn’t it all you need? A way to reduce your printing costs.
Get A Quality Print Audit Conducted
A little confused, aren’t you? Audits are a great way to understand the reasons and consequences of tasks that are being undertaken within an organisation. But, how an audit can help you reduce your printing costs?
A print audit can help you with understanding the total cost of ownership. And in case, the services are from a renowned service provider like Xeretec print audit services, you can expect way more. These specialised service providers in the field of print management services can help you reduce your cost of owning and operating your entire print fleet. Apart from this, an audit can provide you with significant data on where to cut costs, and what to omit from your printing routine.
Conform To New Technologies In Printing
Yes, there are specific technologies associated with just the printing. You can use software, tools, and even the most advanced printers, to reduce your printing costs. There is a huge range of printers available in the market claiming to be efficiently, eco-friendly and cost-effective.
There are devices enabled with cloud printing, there are some that use less ink as compared to others, and there are still others that do not require the ink at all, such as a laser printer. These printers are highly reliable and compatible with the latest technologies in the field of printing for industries.
Get Your Printers And Equipment Serviced Regularly
One of the devastating habits that almost all the companies sustain is to call the repairman only at the time of breakdown. You need to understand that regular maintenance can save your equipment from unnecessary breakdowns.
This would in turn return as huge savings in terms of repair costs. There is no second argument to repair costs being higher than maintenance costs. Getting your printers serviced regularly can save you a lot of money, paper, and ink as well. Why would you still wish to continue calling the repairmen when you can call the customer service, and save a lot of money?
Whether, you are a company with an in-house printer, or you are an outsourced printing service provider, these tips are unanimously applicable to both. Regardless of what you do, as a business, you must consider saving your capital. This is the only way that can increase your profits without having to increase your productivity.
I believe that you’d consider these little changes and implement them in your organisation, if you wish to save your hard-earned money. You cannot completely obsolete the printing needs, but you can try minimising the investment into it.