I’ve met many an office manager who has explained how challenging it has been to keep their organization’s printers/copiers running smoothly, ensure print security and find ways to save money within their office budget.
Here’s a quick tip: placing your office printer or copier in the right spot can make a huge difference in boosting employee efficiency and productivity while promoting better print security and office budget savings.
This guide is full of expert advice to help you make smart choices that fit your office layout and culture. By positioning your equipment thoughtfully, you’ll save time and resources, creating a more friendly and productive work environment. Let’s make your office run like a well-oiled machine!
Here’s five tips to ponder about your printer and/or copier fleet:
With optimized placement of your shared printer and/or copier fleet, you’ll be enhancing the user experience for your staff with reliable and efficient office equipment.
CASE STUDY: Faith Technologies Inc.
When it comes to placing a printer or copier in the office, location is everything. A central location for your employees ensures that they can easily access the device without having to walk long distances. This convenience saves valuable time and improves overall workflow efficiency. Think about high-traffic areas where most employees pass by frequently. Placing the printer or copier near such areas can help minimize disruptions and make the equipment readily available for everyone.
Printers and copiers need enough room around them to function properly. This isn't just about leaving space for people to stand while using the machine; it's also about ensuring proper air circulation around the device. Good ventilation helps prevent overheating and maintains the longevity of the equipment. Make sure there's plenty of space in front, behind, and to the sides of the printer or copier for easy access and maintenance.
Before you finalize the placement, ensure that there are sufficient electrical outlets nearby to power the printer or copier. It's also important to consider the network requirements. Most modern printers and copiers need to be connected to the office network for printing, scanning and other functions. Ensure that there's a network cable or a strong WiFi signal available at the chosen location. This helps in setting up the equipment seamlessly and avoids any future connectivity issues.
Printers and copiers can be quite noisy, especially when they're in use frequently. To minimize distractions, place these devices away from areas where people are likely to be on phone calls or need to concentrate. Consider placing them in a separate room or a corner of the office where the noise will be less disruptive. This will help maintain a quieter, more productive work environment.
It's always a good idea to think ahead. As your business grows, the demand for printing and copying will likely increase. When choosing a spot for your current printer or copier, consider spaces that can accommodate additional equipment in the future. This might include extra floor space for another printer or copier, more electrical outlets and additional network capacity. Planning for future expansion ensures that your office remains efficient and well-organized as it grows.
Does your business have multiple locations? If so, your printing and copying fleet should be networked together. This will allow the option of secure printing at alternate locations for employees who travel frequently.
Are you worried that your print fleet is hurting your bottom line? Use our quick and painless print audit checklist to identify vulnerabilities in your current print environment and identify room for improvement. Download your free checklist, today!