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  • Writer's pictureBrandon Alsup

Simplify Business Printing: Strategies to Reduce Frustration and Save Money

Though printers are the bane of many companies, printers are an essential part of any office setup. There's hope! There are ways to simplify your company's printer network and reduce the headaches they cause. Here are some tips to help you improve your printer situation, so you don't take it out to an empty field with a couple of friends and a bat!

How can I reduce printer frustrations?

Some ways to improve your printer situation are:

  • Consolidate your printers

  • Choose the right printer

  • Implement print management software

  • Train staff

  • Regular maintenance

Consolidate your printers

  • If your company has multiple printers scattered around the office, it may be time to consolidate them into a centralized printing station.

  • Having one or two high-capacity printers can be more cost-effective than maintaining several smaller ones.

Choose the right printer

  • When selecting a printer for your business, it's important to consider your specific needs.

  • For example, if you only need to print in black and white, a monochrome laser printer may be a better choice than a color inkjet.

  • Consider the printer's connectivity options (such as Wi-Fi or Ethernet) and whether it can handle the volume of printing your business requires.

Implement print management software

  • Print management software can help simplify your company's printer network by providing features such as print job tracking, user authentication, and cost accounting.

  • This can help reduce waste and ensure that printing resources are used efficiently.

Train employees

  • Many printer issues are caused by user error.

  • By providing training and clear guidelines for using printers, you can help reduce the likelihood of problems such as paper jams or incorrect settings.

Regular maintenance

  • Regular maintenance can help keep your printers running smoothly and reduce the likelihood of downtime.

  • This includes tasks such as cleaning the printer, replacing ink or toner cartridges, and updating firmware.

By simplifying your company's printer network, you can experience several benefits, such as:

Cost savings

  • Consolidating your printers and using more efficient models can help reduce your company's printing costs.

Improved productivity

  • By reducing printer downtime and streamlining printing processes, employees can be more productive and spend less time dealing with printer-related issues.

Increased security

  • Print management software can provide additional security features, such as user authentication and print job tracking, to help protect sensitive information.

Environmental benefits

  • By reducing paper waste and using more energy-efficient printers, your company can be more environmentally friendly.

To maintain your business printer and keep it running smoothly, you can follow these tips:

  • Clean the printer regularly: Dust and debris can accumulate inside the printer, leading to paper jams and other issues.

  • Replace ink or toner cartridges when needed: Using low or empty cartridges can lead to poor print quality and damage the printer.

  • Update firmware regularly: This can help fix bugs and improve performance.

  • Keep the printer in a well-ventilated area: Heat and humidity can cause problems with the printer, so make sure it's in a well-ventilated area.

  • Use high-quality paper: This can help reduce the likelihood of paper jams and improve print quality.

How often should I shutdown my printers?

Printers, like most electronics, can benefit from being turned off occasionally. However, there is no one-size-fits-all answer to how often you should shut down your printer.

If you use your printer frequently throughout the day, it's probably not necessary to turn it off every time you finish printing. On the other hand, if you only use your printer occasionally, it may be beneficial to turn it off when you're not using it.

In general, it's a good idea to turn off your printer at least once a week to give it a chance to rest and perform any necessary updates or maintenance tasks. However, you should always consult your printer's user manual for specific recommendations on how often to shut down your particular model.

To get started on the path of printer Zen, take a look around your office and see how many printers you really need. Could you consolidate them into one central location? Do you have the right printers for your needs? If not, consider investing in more efficient models. And don't forget to provide your team with training on how to use them properly. By taking these steps, your organization can gain efficiencies and decrease staff's frustrations.



The information contained in this communication is intended for limited use for informational purposes only. It is not considered professional advice, and instead, is general information that may or may not apply to specific situations. Each case is unique and should be evaluated on its own by a professional qualified to provide advice specifically intended to protect your individual situation. Kosh is not liable for improper use of this information.


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