How to increase print efficiency in the workplace

Up and down the country, companies are losing money and time simply by failing to streamline their print efficiency. It may seem like a small problem, and one that many business owners won’t consider, but a few small tweaks can go a long way. Here’s how you can increase your print efficiency, and have a real impact on both productivity and the bottom line.

Evaluate your current print efficiency

The first thing to do when attempting to improve office print efficiency is to take a close look at your existing processes and systems. Identify areas where certain jobs take longer than they should and work out how the same tasks could be done more efficiently.

One way in which you can quickly implement changes is to make sure that your staff members have the right hardware and software at their disposal. Adding the right equipment can reduce costs, speed up processes, and increase the overall efficiency of your operation.

If you have an old printer that’s used for multiple print or copy jobs, simply replacing it with a more modern, faster one can speed up print jobs and save staff members having to stand around waiting for jobs to complete. In addition, old printers frequently fail, leaving staff frustrated and delaying jobs. Investing in reliable newer hardware could resolve these issues for good.

Reduce outsourced printing

It’s always been the traditional way of working to outsource much of your corporate marketing printing to a third party. This means that you lose most of the control of your printing projects and you also have the cost of paying the middle man.

It is far more efficient to invest in printing equipment for your business that is suitable for larger print runs of your company promotional and marketing literature. Once the initial investment has been made, the cost and efficiency savings you will make in the future will soon compensate for the outlay.

Reduce colour print volumes

One very quick way of saving money and improving print efficiency in your workplace is by prioritising black and white printing and making this the default setting in your office. Make sure that all everyday printing is done in monochrome and use colour printing only for specific documents that require it.

Minimise waste

In many cases, it is not really necessary for everyone in the office to have a physical copy of every document they work with. Some of the documents in frequent use and subject to revision and amendment can be managed and updated via your company server. Implement a directive whereby staff only print out the salient pages of a document until the whole thing is finalised, saving time and money across the board.

Choose the right print hardware

Investing in the right print hardware for your business will not only make your business run more efficiently, it will also save you money in the long run. Choose equipment appropriate to the size of your operation and the volumes of printing you usually require.

Before making any purchases, always seek the advice of an expert supplier. Taking the time to discuss your business requirements with an expert can help you to zone in on the right print equipment, which will help your operation run more efficiently and cost-effectively.

For example, you can help to save time and money on copying, printing, scanning, and faxing by providing your key staff members with a multifunctional device that carries out all these functions. This will save you floor space and remove the need for staff to leave their desks every time they need to send a fax or scan a document.

It is possible to improve the overall efficiency of your office and save your business money too by looking closely at your print systems and updating them.


For more advice on the best print hardware for your business, and how managed document services can improve your productivity, your bottom line, and your carbon footprint, get in touch with our sales team here. ASL Group are a managed document solutions company, who streamline and improve the print operations of their clients: https://asl-group.co.uk/


Andrew HoyleHow to increase print efficiency in the workplace
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How to limit the environmental impact of printing at work


Reducing your impact on the environment within the workplace isn’t always easy, when it comes to printing however there are plenty of quick fixes you can implement to help you towards a greener office. Here we’ve highlighted a few quick policy changes that could be introduced if you want to limit the environmental impact of your printing…

Font and formatting

Simply by getting rid of bolder headers and the amount of text is a small change that could end up having a big impact in the long run. By using less ink for every page, especially when it comes to regularly printed documents, you could have a greener office before you know it. Other considerations to take into account could be using thinner fonts like Century Gothic and reducing the size of your letterhead. While it may seem like a small change, the amount of ink and toner you save could surprise you.

Thinner, recycled paper

Today nearly all printers will accommodate paper that has a weight of much less than 80gsm. By using thinner paper, it means less material is being used for every page you print, making it a simple and great way to reduce your energy usage significantly. Additionally, by ensuring that all your paper is recycled, you’re effectively neutralising the environmental impact your paper usage has.

Duplex printing

Most printers will have a duplexer function that is often underused. By taking advantage of a duplexer function, it means you’re instructing the paper to print on both sides of the paper automatically. Not only will it save time but it will effectively cut your paper costs in half.

All in one go

Sometimes you will need to print something urgently, but for those documents that can wait a while it may be worth sending all your printing jobs to the printer in one go. Every time the printer gets a print request, an initialisation process gets underway, which warms up the machine. By sending all your requests at once, it limits the amount of times the printer has to run a start-up cycle, which again will save energy as well as printer consumables.

High capacity cartridges

This is another simple change you might want to take a look at. Most printers will now provide standard cartridges as well as high capacity ones. In nearly all cases, the larger capacity cartridges have been filled completely. By opting for these cartridges over the standard ones, you may experience lesser running costs on-top of your business producing less waste cartridges.


Remanufactured cartridges

Technology within new printers is nearly always within the printer itself, it means that it doesn’t require a lot of effort to recondition the cartridges. Using remanufactured cartridges from a third party is a quick and easy way to ensure that your company is making the most out of every cartridge. When you consider that most cartridges can be re-used more than once before they get broken down, it makes sense to opt for remanufactured ones. Often, businesses worry about the reliability of remanufactured cartridges, but with third party producers required to meet very strict measures of quality, there’s no need to have any performance concerns.

Use standby

Although it’s common knowledge that printers have standby modes, they are usually underused. By keeping your printer active throughout the working day and outside of working hours, you’re consistently draining energy. By using a machine that limits the amount of power needed to maintain the standby mode, you could significantly reduce the environmental impact of your printer. Some machines only use a single watt while in standby, and can still go from standby to print in a matter of seconds. That means you don’t have to suffer any delays while reducing your energy usage at the same time.


For more advice on the best print hardware for your business, and how managed document services can improve your productivity, your bottom line, and your carbon footprint, get in touch with our sales team here. ASL Group are a managed document solutions company, who streamline and improve the print operations of their clients: https://asl-group.co.uk/

Andrew HoyleHow to limit the environmental impact of printing at work
read more