10 tips for more efficient printing
It’s 40 years since a short article in Service Week predicted that there would, one day, be a PC on every desk, which this technological transformation would cause the “paperless workplace”.
Well, they got the PC bit right, but the paperless workplace is still something of a pipe dream. Minimizing printing costs stays a difficulty for organizations of all sizes, but there are a variety of simple standards that can help you to make more effective use of your office printer
Choosing a printer
When buying a printer, or printing system, you need to first analyse your printing requires. Improvements in the quality of text output suggest that inkjet printers are significantly discovering their method into the SMB sector, however if you need to print countless pages of text documents monthly, then the standard printer still rules the roost.
Inkjet advantage
Colour printer are likewise available, and much more economical than they used to be. However, inkjet printers remain the very best alternative for colour graphics and photo output. Inkjet printers can likewise print on a larger range of media, such as cardboard or shiny photo documents, and specialised A3 inkjets can be useful for posters and graphic style work.
Running expenses
Whether you pick a laser or inkjet printer, always make certain that the printer provides high-yield ink or toner cartridges that can help to reduce running expenses.
Power play
Many people never actually trouble to check out the on-screen menus when setting up a new printer. Take a closer look and you may find options such as a low-power or sleep mode that can drastically minimize energy usage when the printer is idle.
Digital documents
You’ve most likely seen e-mails that remind you to “think about the environment prior to printing this email”. In fact, you should reconsider before printing any type of file, and constantly think about digital alternatives – such as Adobe’s PDF file format – that can quickly be sent by e-mail.
Copy and scan
Modern multifunction printers can be used to scan and copy files. But instead of merely making more paper copies of a file, they might also offer an alternative to convert paper documents into a PDF file that can be viewed on screen.
Economic alternative
Most printers include an ‘economy’ or ‘draft’ mode that uses less ink or toner. Using this as the default setting for regular printing tasks can minimize your printing expenses significantly, and you can still change to a higher quality mode for discussions and other essential files.
Do you need colour?
Files such as web pages, charts, and graphs, can often be printed in black and white, saving on expensive colour inks and toners.
Duplex discount
This may seem rather apparent, but numerous workplace printers produce numerous pages every day only utilizing one side of the paper. Using your printer’s duplex (two-sided) option can decrease paper intake dramatically.
Pull, not press
Numerous business printing systems now use a ‘pull-printing’ alternative. Instead of sitting at your desk and sending out files to a remote printer, pull-printing needs the user to manually go into a security code on the printer itself. This supplies greater security, lowers uncollected paper left in the printer – and may even make people think twice before pushing the ‘Print’ button.
Colour laser printers are likewise available, and much less pricey than they used to be. Inkjet printers stay the best alternative for colour graphics and photo output. Inkjet printers can likewise print on a wider range of media, such as cardboard or shiny image papers, and specialised A3 inkjets can be useful for posters and graphic style work.
Instead of sitting at your desk and sending out files to a remote printer, pull-printing needs the user to by hand go into a security code on the printer itself. This provides greater security, minimizes uncollected paper left in the printer – and may even make people believe twice before pushing the ‘Print’ button.
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