Contemporary printers and multifunctional devices have been meticulously crafted to align with the demands of modern workflows. These technologically advanced machines offer capabilities that extend well beyond mere printing, gaining significance as our daily work increasingly depends on digital accessibility and seamless integration. To optimise the efficiency of your office printer, take the following factors into account.
Features & Functions
Maximising the utilisation of paper trays can help minimise the need for frequent trips to and from the printing machine. Meanwhile, implementing password and key card security measures can guarantee the confidentiality and protection of printed documents. Additionally, employing finishing options can significantly reduce the time spent on laborious tasks such as folding or stapling, while the convenience of Wi-Fi printing allows for on-the-go printing. Furthermore, it’s worth noting that many printers offer diverse media options, enabling printing on a wide range of materials, including card stock, stickers, and even canvas.
Apps
Similar to contemporary smartphones, modern office printers also support custom applications. These diverse apps offer assistance in tasks ranging from business document management to facilitating mobile printing. Notably, the capability to print from mobile devices and scan documents directly to cloud storage enhances workflow efficiency, while automated scanning processes contribute to cost reduction. Additionally, applications that facilitate cloud-based printing or enable guest printing further enhance overall operational efficiency.
Location
You might want to consider relocating your printer to optimise its usability for your staff. While a central spot may seem like the most straightforward option, it’s essential to factor in your employees’ specific tasks and workloads. For instance, you may have one team member who prints a few extensive documents on a weekly basis, while another is regularly scanning dozens of receipts each day. It’s advisable to steer clear of high-traffic zones or overly secluded offices to maintain smooth workflow. By making adjustments to the printer’s placement, you can mitigate inefficiencies and prevent productivity bottlenecks, enabling your team to operate at peak performance levels.
Defaults
Configuring your printer with predefined settings, whether they are your preferred choices or default configurations, is an essential measure for optimising your printer’s functionality. This uncomplicated action can yield significant benefits. You can predefine options like duplex printing, monochrome output, and the enforcement of specific printers for users (eliminating the colour device as an alternative). Investing a small amount of time in inputting essential details, such as frequently used email addresses for scanning, can translate into substantial time savings for your valuable staff in the long term.
Your office printer is a robust machine and represents a significant investment. Ensure you are fully harnessing its capabilities.
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