Print Management Solutions: Creating a Print Management System

Documents and paper goes missing all the time. This can become problematic when there are important documents that are getting lost. You don’t need to develop a new application to control this but you should find a system that can work for you.

Firstly, you need to decide which sector of the office uses which printer. If you don’t have print management software it is important to limit the amount of users that use one printer. The sector that uses the most paper and prints the most should have the more efficient machine especially if they have to use colour when printing.

Provide every employee with a set of rules for the printing machine. Many people impulsively release print jobs without making sure if it is really necessary. These rules should be clear and understandable.

  • Do you really need this document to be printed?
  • Can you keep a digital copy of the document?
  • Colour or monochromatic?
  • What do you need the document for?
  • Can you print back to front or two on a page?
  • Do these documents need to go to a client?
  • Will this paper be reused if you no longer need to use it?

These are questions that you should ask yourself and your employees when printing. Paper is also becoming a limited resource because of how many trees are being cut down for us to use this convenience.

Install software that controls printing. Many companies have developed systems that only release print jobs if a special magnetic strip card is presented. This allows people in the workplace to get their documents when needed without getting them mixed up with other documents.

Evaluate how the office is using the printers. It is important to know what is happening in the business and who is using too much paper and ink. Once you are aware of how the office uses the printers you can speak to the people printing unnecessary documents. It might be awkward at first because they may think you are watching them constantly but the bottom line is the focus and wastage is not acceptable.

Saving as much paper in the office as possible is important to save the environment. It is also necessary to make printing easier for your employees. People often complain about getting their print jobs mixed up with others and the inconvenience it causes. Setting up a print management solution will help you to control the confusion of mixed up documents.