If you manage an office, or, as so many small business owners do, at the very least pay for everything that happens in that office, you may have wondered how much of your annual spend goes to print resources like paper and toner alone.
For the vast majority of businesses (both large and small), it’s usually more than anyone was expecting once the numbers come out. Print is part of doing business, even in the era of “everything must be digital.” Nevertheless, the frustrating thing about your print costs is that a good chunk of them can likely be totally avoided; in other words, there’s almost certainly waste happening in your workplace.
Rule-based printing on your Xerox MFP is one of the most straightforward ways to put a stop to that automatically, without having to “police” your staff. Let’s learn more about how it works:
Why Your Office is Probably Wasting More Than You Think
Most offices, yours included, probably don’t have a huge printing waste problem. But it might not be insignificant either. Waste tends to accumulate slowly due to small, repeated habits that aren’t given proper consideration.
Here’s an example: imagine a member of your staff needs to print out a lengthy email chain so that they can reference it during a meeting, which is a common enough use case for the printer. Except they accidentally forgot to change the print settings, and that 15 page document came out on your premium paper stock in full color.
While teaching your staff to have good print behaviors is important, situations like the above can be more or less entirely avoided by having smart print rules established in the first place. Print rules will help avoid using the wrong settings. For example, quick, internal-use-only drafts basically never need the same quality (and thus settings) as client-facing proposal documents.
Common Printing Mistakes and Misuse That Rule-Based Settings Prevent
Rule-based printing can help avoid:
- Unintentional color printing
- Single-sided printing on documents that don’t need it
- High-resolution output for draft-stage documents.
- Wrong-device printing
To set up rule-based printing for your MFP (or entire fleet!) visit the Xerox embedded web service or Xerox Workplace Cloud, depending on which system you use. After establishing rules, they’ll run silently in the background without requiring ongoing intervention. If you do have more than one printer, you can easily “push” your rule set to multiple devices, which makes it easy to ensure each printer in your fleet is operating under the same restrictions.
Discover More Ways Xerox Technology Like Rule-Based Printing Reduces Costs, Improves Efficiency, and Makes Your Workday Easier
Rule-based printing is one piece of a much larger picture when it comes to what modern Xerox technology can do for your office. Modern Xerox technology is designed to streamline workflows, reduce downtime, and cut print expenses. It makes a real difference in your day-to-day operations and costs.
If you’d like to explore an office upgrade or just need to understand more about what your current Xerox setup is capable of, our time of polite professionals are here to help. Please feel free to reach out to us today to start a conversation, or request a no-obligation quote whenever you’re ready to take the next step. We look forward to hearing from you!
