Becoming a paperless (or near paperless) business isn’t something that can be achieved overnight. It takes time, effort and patience from every member of your team. It was reported by The Guardian that more that 80 million tonnes of paper is wasted every year.
Going paperless will certainly benefit the environment, but what are the business benefits? Not only can it clear away clutter and create more space, you can also expect increased levels of productivity and lower long-term costs. So how do you become a paperless business?
The road to becoming a paperless business isn’t an initially cheap one. If you want to see results in the future, you have to be willing to invest in new technology now. After all, if you’re intending on banishing printing forever, your staff are going to need paperless alternatives.
If you invest in second monitors for your employees, they will no longer require printed documents to refer to as they work. Productivity will also increase thanks to shorter queues around the printer and the ability to multi-task.
Tablet computers are fantastic for displaying presentations, taking notes in meetings and referring to documents side-by-side while you work at another computer.
If your filing cabinets are full to the brim, it may be time to start storing your documents in the cloud. All your files can be stored online and accessed anywhere, from any device. Services like DropBox and Google Drive allow you to save files online, eliminating the need for paper copies. You can also apply specific restrictions to the files, so that only certain documents can be accessed by certain people.
Finding documents becomes a lot quicker and easier too, because your employees can use the system’s online search tools. Staff members are able to access the files they need without leaving their desks.
It’s time to clamp down on all unnecessary printing. Make it clear to your people that documents should only be printed if absolutely necessary. This is a much trickier process if you haven’t put new technology and other alternatives in place.
Take the time to look at your printing habits to identify particular bad practices or repeat offenders. Remove a couple of printers from your office and insist that documents are printed in mono and double-sided at all times.
Print management software allows you to take control of your printing output quickly and easily. It usually allows you to set monthly ‘printing allowances’ for each employee to foster better habits.
Rome wasn’t built in a day, so it’s important to remember that this process takes time. Stay positive and you will begin to see progress every day.
Blog supplied by office supplier Viking.
Think of all the prints the average start-up produces... Flyers to advertise, letterheads, invoices, signs, the list goes on. You may think nothing of it when you phone up your local printer and order hundreds of letterheads, but in reality, it’s another big cost that you could cut.
If you have a printer, why not print it yourself? Most people would never consider purchasing a laser jet printer, but the truth is good mono laser jets are now available from about £70, with full colour versions starting at slightly more than the £100 mark.
With a great range of compatible cartridges available, there’s no need to over-spend on consumables either. Very quickly you can have a great quality setup for small money – and start looking at how to produce the collateral without breaking the bank…
You’ve got the hardware, you just need the designs and you’re ready to print. Maybe you already have the designs from a previous batch? If so, the job will be pretty straightforward. If not, then here are a few tips to get you started
If you know somebody, friend or family member, who’s good with design, ask them to do you a favour or at least a ‘mate’s rate’ discount. They should be willing to knock off a few pounds.
You may discover secret talents or previous experience among your employees, so as long as you’re not sacrificing other workloads, ask those you work with whether they have any design experience or ability.
Why not have a play around with some designs yourself? These days, internet forums and tutorials can teach you the basics in almost anything. Remember, there’s always time for re-design later, so just go for it and enjoy the experience!
As soon as you take this approach to costs, you will soon find yourself saving much more than you thought. But not only that, you’ll find yourself making smarter business decisions – looking for the cost-effective, easily attainable quality solutions.
Blog by Gary Flynn, managing director of TonerGiant.co.uk, supplier of toner cartridges and ink cartridges.
2010 was a strange year for the printing world. At time of writing we are 11 months into the year, and while the market has grown and there have been enhancements in printer technology that benefit small offices, there has been no real advance that’s blown the market open.
So what benefits emerged in 2010, and what can you look forward to in the next year?
USB... Ethernet... Pictbridge...Card readers... Wireless support... Internet-ready... The connectivity of printers has gone through the roof, with most of these features now expected as standard for the printer to even sit in our offices.
Full access to the printer’s settings is now available on LCD screens (some of which are now detachable like a tablet PC). With huge attention being paid to usability and functionality of these menus, soon you won’t need anything other than your printer for your entire image and document printing demands.
Start-ups can rejoice. You are no longer trapped between choosing a low-volume laser printer or medium-volume inkjet machine, both with equally high costs-per-page.
A fantastic range of higher volume ink cartridges and inkjet printers hit the market throughout 2010, providing competitive choice for those who print around 500 pages a month. With some ink cartridges printing up to 1,000 pages a pop, for a much lower start-up cost than similar-sized laser printers, the market is well set for even bigger ink cartridges in 2011.
Whether induced by the recession, or manufacturers hiring less inspirational folk, 2010 was a bit of a disappointment.
In the home printing market manufacturers continue to push model after model of identical specifications, with only a few printers being worthy of increasingly demanding consumers. Not particularly inspiring stuff. But the laser printer market was the real disappointment.
“New smallest machine”, “New even smaller laser printer”, “New tiniest-ever colour laser”. Manufacturers seem obsessed with ergonomics and aesthetics, when the market is crying out for a financially viable, low-to-medium volume laser printer. If the printer is good enough, the office will make it fit. Ignore the size and appearance and put some work into performance boys, 2010 was not good enough.
But what of 2011 for the small and medium office environment?
Be prepared for value-per-page to increase as competition and market saturation pushes costs down. Expect a complete redesign of the appearance of small business printers, making them visually appealing and less of an eye sore in the home office. Look out for the rise and evolution of internet-ready printers, opening up your office to a whole host of printing features and possibilities that are simply too numerous to talk about here. With huge implications – not just for internal documents but also how you communicate and present yourself to customers – I would definitely advise you to do your research and watch this space.
It is a well-known fact that ink is now more expensive than gold – and last time I checked not many companies were printing in gold. So how can you minimise your long-term printing expenditure? Here are my ten tips.
1 Separate cartridge slots
Great saving potential lies in simply switching from a printer using tri-colour cartridges to one with individual colour cartridges. You only replace what you use, thereby minimising waste and with ink/toner now containing chemicals to counteract drying out, you needn’t worry about cartridges sitting dormant.
2 Draft print mode
Draft uses up to 50 per cent less ink than the default print mode, with the only downside being a small loss of print quality. It’s a great money-saver and you can easily switch back to the standard setting when printing important or presentation-quality documents.
3 Greyscale prints
Do you need to have colour in all letterheads, text and images? If not, select greyscale in your printing options. This only uses the black cartridge, saving the more expensive coloured ink for important pages.
4 Low ink performance
Some printers will mix all three colour cartridges to maintain printing, even when the black has run out. Check your printer guide. If yours has this feature, you need to monitor black ink levels rigorously to avoid draining your colour reserves at a horrendous rate.
Technology is your friend. Duplexers (printing on both sides of the paper) save not just time and effort, but paper costs too. Even budget-end printers may now include this feature.
6 Print in batches
There are two important factors to remember for each separate print request sent to your office printer:
You will use less power and ink/toner if you send print requests through together, instead of forcing the printer to run numerous start-up and cool-down procedures.
Additionally, certain printers perform print head cleaning every time they turn on, which wastes ink. If your printer manual lists this attribute, either limit how often you turn it off or only turn it on when you need to do groups of printing.
7 Paper quality
Printers have become more tolerant of lower weight (ie thinner) paper, making it an ideal way to limit costs for documents that don’t need a professional finish. Look out for reams of 80gsm paper, as this stock can still give nice prints and good cost savings.
8 Paper settings
Not many people know that their printer’s paper settings can impact their ink usage, and thus your costs. Different papers have varying absorption and dispersion rates, which will be pre-programmed into printers. To confirm your setting matches the paper you’re feeding into the printer, when you select print, quickly take a detour through to “Properties”, locate the “Paper type” option (typically in the form of a drop down or tab) and ensure they match. This will eliminate any ink wastage and help reduce costs.
9 Recycle paper
Make it a habit to check if sheets of paper are blank on the reverse before binning them. If there’s no print and the edges aren’t damaged, you can add them to the printer tray and use for producing draft prints. This saves a lot on cost, as well as being more environmentally responsible.
10 Go compatible
The stereotypical dodgy refilled cartridge vendors have been rendered obsolete by advancements in quality requirements. Compatible (third party) cartridges must now meet stringent testing requirements to be listed on respectable retailers’ shelves and websites – and are of course cheaper.
Matt Bird works for printer cartridge superstore StinkyInk.