Dealing with office printing requirements
Though an essential business function, printing is often overlooked, especially when businesses scale. Having versatile office solutions that can adapt and work flexibly as your workplace demands grow and change can benefit productivity greatly.
It’s critical to know when your existing office printing solutions no longer match your workload to avoid long print queues and more frequent maintenance.
Staying alert for new printing developments or being willing to adapt to new office equipment will not only benefit business efficiency but also staff productivity.
There are several actions office managers can take to ensure printing equipment is up to date:
- Conduct a print audit
The best way to understand current capacity, meet printing requirements and forecast future needs is to conduct a print audit. A print audit will provide office managers with all the information they need – printer performance, consumables used, workgroup capacity, delays in the print cycle, overall costs and much more.
For more information on print auditing and how it can save businesses money, check out our blog.
- Balance requirements with budget
In the absence of a print audit, dealing with office printing requirements is a balancing act. Even if money can be invested into the print function, doing so without the data that a print audit provides can result in poor decisions and the purchase of incorrect printing solutions.
The first step, therefore, is for office managers to liaise with departments and IT to understand which printers, scanners and copiers are right for the business. IT will have a good idea of technical specifications and printing requirements and will be able to provide recommendations.
Also, leasing equipment in the short term can help to meet printing requirements while other options are considered. Departments will have access to the solutions they need, ensuring productivity remains high and costs are kept to a minimum. There’s no need to buy an incredibly expensive solution if it won’t be fully utilised by the business (something a print audit will help to uncover).
- Introduce new equipment before and during expansion – not after
If the business is growing or expanding, making sure new devices or equipment is brought in throughout the process will help to mitigate technology growing pains and productivity loss.
Print auditing will help to identify areas where technology should be brought in – but in its absence, a simple company survey can often prove beneficial and enable office managers to identify bottlenecks.
These bottlenecks can then be addressed while the business expands. The introduction of the right technology at the right time will help to retain (and even boost) productivity, while implementing too late will often cause issues, as employees may not pick up new processes correctly, resulting in unnecessary costs.
- Consider digital franking machines for high-volume direct mail campaigns
Also, for businesses that frequently print for direct mail campaigns, implementing postal technology is also worth considering if campaign volumes increase. Mailmark-enabled franking machines, for example, utilise Royal Mail’s state-of-the-art 2D barcode technology, allowing businesses to process large volumes of mail quickly and accurately. It’s also the lowest-cost franking option.
In addition, the data captured within the 2D barcode is uploaded online for tracking and reporting, delivering detailed insight into where the mail is, when it goes out for delivery, the costs of mail and franking machine usage.
At DPS, we provide a service called Business Mail Advanced. We offer a discount to users that send 500 or more letters in one transaction. As discounts are based on volume, the more letters sent in a single transaction, the bigger the discount. Qualifying mail items can, therefore, be far cheaper than the Mailmark-equivalent frank price.
If you're interesting in finding out more about the benefits of direct mail campaigns in a digitally-driven world, why not download our eBook below?