Getting a new multifunction printer for the office can be exciting, especially if you see the value it can bring to your business. But just because this type of office equipment is advanced and capable of executing many tasks doesn’t mean it’s smart enough to do it without a nudge in the right direction.
It’s easy to underutilize a multifunction printer, underestimate its capabilities, or make it an underwhelming investment. Maximizing the results and benefits of an advanced office printer requires a couple of actions.
Proper Multifunction Printer Setup
Many businesses will buy a multifunction printer, prop it up against a wall in the office, and that’s it. However the printer comes, that’s how everyone uses it.
While that can occasionally work, setting up your printer to suit your particular needs is essential for getting the most out of the machine. Default settings are rarely perfectly calibrated, especially since different employees and departments may use separate document formats, colors, etc.
It’s best to go over the default settings for two-sided printing, formatting, black-and-white printing, and other options before inviting everyone in the office to use it.
Preprogramming new settings will make your printer operate more efficiently and improve workflow. The less time employees have to spend customizing their documents, the more time they can spend on performing high-value tasks.
A proper multifunction printer setup makes each trip to the machine go faster and smoother.
Positioning the Multifunction Printer
Some business owners and employees can be set in their ways regarding office space arrangement and décor. Perhaps even you’re tempted to place a multifunction printer based on whatever floor space you have left to spare.
Location can matter a lot for your office equipment. Even more so when talking about equipment that multiple departments use. With that in mind, plan the positioning of your printer more carefully. Be mindful of everyone’s needs, but don’t be afraid to prioritize employees or departments that use the machine more consistently.
Installing the printer in close proximity to those who use it the most is essential for improving the workflow and foot traffic in the office. The printer shouldn’t be isolated, nor should it be in a very busy area.
It’s worth contemplating moving some office furniture around to give the printer an optimum placement. It’s much more impactful on workflow and productivity than a water cooler, sofa, a big potted plant, and other items.
Additional Optimization Tips
Location and programming are two crucial steps to setting up an office multifunction printer for optimal usage and peak efficiency.
But you can also do other things to get more out of your machine.
Tip No. 1 – Clarify Its Settings
Multifunction printers can come in various forms, some vastly more advanced than others. You can’t always assume that employees will learn how to use it quickly.
In an effort to save everyone time and spare them additional stress, consider running a brief office workshop on how to operate the machine. Ensure everyone has a firm grasp of its settings, how to access various functions, and even refill the machine with supplies when needed.
Tip No. 2 – App Integration
A multifunction printer might be able to scan, print, copy, print colors, store and share documents, and do so much more. But to really take advantage of the advanced technology, it’s important to do some app integration.
The printer may come with a mobile app or be compatible with apps found on desktop computers, laptops, and cloud platforms.
It’s essential to get the full list of compatible apps and crosscheck them against software commonly used in your business. This will enable employees to remotely queue documents in the printer and further streamline workflow.
Tip No. 3 – Managed Printing
A managed printing service can unlock the full potential of a multifunction printer or a fleet of office printers by optimizing its processes and configuring the machine for optimum efficiency in your unique office setting. In addition, managed printing may improve connectivity and provide support seven days a week.
Every printer needs upkeep, whether it’s supplies, hardware repairs, software patches, or other maintenance. Managed printing packages combine multiple services and save you the trouble of finding and paying a full-time employee just to handle printer maintenance.
Tip No. 4 – Take Advantage of Energy-Saving Settings
Many multifunction printers have energy-saving or eco-setting features. They’re designed to minimize power draw under specific circumstances to avoid overusing the machine or hiking up the energy bill.
Configuring and using such settings is a great way to enhance your company’s sustainability, extend the service life of the printer, and reduce operating expenses.
If you’re unsure how to do that, this is another area where managed printing packages can be a benefit.
Tip No. 5 – Learn to Prioritize
A great multifunction printer can act as an invitation to rely heavily on hard copies. But not everything in your business needs to be scanned, printed in color and copied several times, just to end up in the recycle bin.
Learning to prioritize printer tasks is vital for improving workflow, maximizing productivity, and managing costs.
Identify documents that are crucial to business operations and create a company policy around avoiding printer use for non-essential tasks.
Level Up Your Printer Usage
Making a multifunction printer or an entire fleet a core element of business productivity and office workflow doesn’t take much. But no matter how advanced your office equipment might be, maximizing its benefits requires proper setup, a good location, and a firm understanding by all of how to use it.
Managed printing can be a great service, especially to businesses with little knowledge of operating this piece of office equipment or one with limited staff.
Once you optimize its settings, prioritize tasks, integrate apps, and solve maintenance and resupply issues, your printer can start firing on all cylinders.
If your San Francisco office needs help in this area, contact Golden Gate Office Solutions today
