As we begin to look at how we will move forward and get back to work, we understand that many things will be different than they were previous to Covid-19. One of those things for many companies will be operating on a tighter budget. Below you will find some strategies you should be able to implement day one on your multi-function printer (MFP) to start saving money.
 
User ID Codes
 
If you currently allow every one to print and scan without logging into the device with a pin or a badge, one thing you can incorporate is the use of a pin code for each user. This procedure is available in the settings of most MFPs. Once enabled, you would assign a pin, usually four digits, to each user in your organization. The job accounting feature would have users identify themselves for each use and can be embedded into individual print drivers. Reports are available detailing the amount of prints and scans each user has completed, giving you insights into your organization’s printing habits and potentially warding off excessive usage.
 
Additionally, you could use this setting to establish client billing. For instance, if you are a law firm and you want to keep track of how much you are printing or copying for a specific client, you could establish an account code for them. You would then specify that code when conducting business on their behalf. Using the report, you would then bill the client at a rate you determine.
 
Default Duplex
 
Duplexing is industry language for two-sided copying or printing. It is a feature that can be set as a default so that whenever a user prints a document that is more than one page it would be printed two-sided. They could choose not to have it print two-sided but it would have to be specified instead of the other way around. The cost savings would be through using less paper. If you were a company that prints thousands of documents each month, it wouldn’t take long to save a ream of paper (500 sheets) when documents are defaulted to duplex.
 
Default Black & White
 
Printing in color is significantly more expensive than black & white (B/W). Several toners are required and separate drums and parts are necessary which causes per click rates to be higher for color. By changing default settings to print and copy in B/W, it will provide an additional and intentional step by employees to print in color, as they would have to change the setting from B/W to color. It is common to see word documents that are meant to be B/W, printed as a color click because of a blue hyperlink. This is the kind of scenario that could save you five to seven cents per print or copy through simply defaulting to B/W.
 
Network Fax
 
If you are currently using faxing through your MFP and have each fax printed out, including those junk faxes about cruises, there is a way to save through not having these faxes printed with an associated per click charge or allowance. Through network faxing, you can have your incoming faxes electronically forwarded to a network folder, email(s), or both. Depending on your faxing volume, this could save your organization quite a bit on print expenses and keep users from having to constantly go to the device to retrieve faxes.
 
Job Storage
 
Utilizing you device’s built in job storage can help cut down on the amount of prints that are wasted by employees never retrieving them. Through the print driver of the device you would store the print job and provide a code. When you go to the device, you would select the job storage option and release the job(s). In addition to the benefit of cutting down wasted prints, this also increases your document security by not having employees sifting through other print jobs to find their own. Kyocera devices also have an option called Private Print that serves a similar purpose and is a good option to keep in mind especially for HR and Financial documents.
 
Bring it In-House
 
While some things make sense to out-source, in times of budget crunching, it may make sense to limit outsourcing and try printing some things in-house. Some things you can re-evaluate include but are not limited to: flyers, brochures, postcards, bulletins, newsletters, posters and envelopes.  A couple things to keep in mind when making decisions regarding bringing things in-house would be the type of paper stock you would want, the size of the document and whether full-bleed printing is necessary or possible with your device, and the manpower to get these jobs done in an efficient manner.
 
Here to Help
 
Whether your organization is cash strapped or not, these strategies can help you better understand the potential of your MFP environment and the printing behaviors of your staff.  While each MFP manufacturer is different, many have most of the same out-of-the-box capabilities I listed here. If you have a specific question regarding your device and how to institute some of these solutions we would love to help. You can reach out to us via the web or give us a call at 800-648-7081.
 
Drew Smith currently serves as Director of Communications for Copiers Plus. The company specializes in modernizing office equipment and increasing efficiencies in workplace communications throughout the state of North Carolina. To learn more about how Copiers Plus is providing their customers with innovative document solutions and enhanced printing transparency, visit www.copiers-plus.com. Drew would love to hear from you at [email protected].