The phrase “paperless office” once was considered a reasonable goal. Almost all IT deployment objective is to eliminate paper wastage. Instead of decreasing the amount of paper that businesses handle, computer technology has simply made it easier to create more paper trails than ever before. Printing does not constitute only of paper waste, but also of Cartridge and power.
The IT department can follows some basic principles of printer deployment and usage for improved productivity and effectiveness. These are:
1. Printer Resource Mapping: Analyzing whether the printer is actually required and finding out the present usage and network of resources.
2. Selecting the correct printer: Several models and types of printers are available in the market. The usage of printer by the user is the prime consideration along with the running cost for selecting printers. The new printer brought should be forward and backward compatible with respect to cartridge, power requirement etc.
3. Sharing Printer Resources: The printers must be shared among users for increased productivity. The printer resource must be brought under common use.
4. Auditing Printer Usage: The audit should be carried out fortnightly to monitor waste of print resources.
5. AMC of Printers: Printers may be brought under AMC to carry out regular servicing and refilling.
6. Educating Users: Educate our users and announce a printer policy with these three rules:
a. You shall not print anything unless you absolutely have to have a hard copy for a permanent file.
b. You shall not print any personal items on company printers.
c. You shall promptly pick up any documents you have sent to the printer.
d. No Waste policy.
e. Switch off printers when not required.
The above rules followed could lead to better use of printers and cut down cost dramatically.
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