Controlling Reducing Office Waste Printing

Controlling Paper Waste

Easy ways to reduce your paper wastage

However green you choose to be, you’re guaranteed to save your company money by reducing the amount of paper being wasted. We have many ways to help you reduce your printing and paper use.

As children we were told that money doesn’t grow on trees. Fast forward to today and the mountain of waste paper in our offices certainly holds some irony. But waste paper costs more than you think. For each sheet used, a company incurs not only purchasing costs, but also storage, printing, copying, mailing, disposal, and recycling – that adds up to a lot. Creating paper from trees needs a lot of natural resources too, which should be on your agenda. Here are ten ways we can help you to control your paper waste.

Controlling Office Paper Waste 1

Double-sided Printing:

Printing on both sides could save you £3,000 per year

Use your printer’s double-sided option as the default, and you make significant cuts in paper consumption. It takes just 4 seconds to switch to double-sided printing – yet this simple change can save you £3,000 a year. Using Print Management software, you can even force duplex printing from chosen applications, such as Outlook.
(Based on an annual paper consumption of 50 reams/head in an office of 50 employees with a 40% paper saving with duplexing, purchasing paper at £3/A4 reams)

Controlling Office Paper Waste 2

Secure Print Queues:

Reduce the number of print jobs that are never collected

We’re all guilty of it, perhaps even you. However well intentioned, sometimes we simply forget to collect prints, impatiently send a print job a second time when the first hasn’t arrived quickly enough, or accidentally print one document instead of another.

Print Management Secure Print Queues require users to release their prints at the device, where they pick their jobs from their personal list. Any unneeded or duplicate prints can be manually deleted, or automatically deleted after a time e.g. 24 hours.

Controlling Office Paper Waste 3

Implement Quotas or Charge for Printing:

Recover the cost or simply keep users accountable for their printing

Set individual or departmental print quotas to help managed the volume of printing being carried out and educate users to see print as a valuable resource that shouldn’t be wasted. Even charging users a fraction of the actual print cost can quickly adapt their behaviour when they associate value with a previously abused resource.

Controlling Office Paper Waste 4

Why don’t you scan it instead?:

Distributing physical paper documents is slow, expensive and wasteful.

Paper flows in, around and out of your business every day. But much of the information contained on paper could be sent far more efficiently. Using scanning devices, your documents can be delivered to multiple destinations or replace conventional processes, like mailing and faxing, all helping to reduce waste.

Controlling Office Paper Waste 5

Preventative Maintenance:

A service that pays for itself by reducing waste.

Our pioneering Preventative Maintenance service identifies and corrects potential printing faults before they occur. Unlike the typical Reactive Maintenance, this means that you will experience fewer paper jams, consistent print quality and ultimately reduce the number of pages that you would otherwise have to throw away.

Controlling Office Paper Waste 6

Document Management Systems:

Store, retrieve and share your documents without wastage.

One of the most-overlooked benefits of a Document Management System is its positive effect on reducing paper waste. For example, documents receiving electronically don’t need to be printed out to be filed because they’re already digital. And if you wish to share a document, there’s no need to make multiple paper copies when electronic versions can be quickly distributed. Just think how this can work for your office.

Controlling Office Paper Waste 7

Email invoices instead of printing them:

Convert your variable data to PDFs for emailing.

Most invoices start out electronically and end up electronically. In between they are frequently printed, posted or faxed and scanned, all to be typed in again at the other end. If you’re still printing invoices and statements because your legacy software isn’t capable of emailing, we have the solution. Variable data software can take your print stream data and convert it into personalised PDFs with automatic emailing. You’ll become more efficient and reduce paper wastage, all in one go.

Controlling Office Paper Waste 8

On Demand Printing:

Reduce waste by only printing what you need, when you need it.

Advances in printing hardware and software mean that you can now print fully finished documents, quickly, efficiently and on demand. Rapid fusing technology, such as induction heating fixing, readies the printer in seconds. Digital Mailboxes and Document Servers hold libraries of frequently used documents for printing when required, reducing waste and ensuring you use only the most update-to-date documents.

Controlling Office Paper Waste 9

Document Workflow:

Halt the exponential growth of waste documents.

The more people in the workflow, the greater the likelihood of paper being wasted. Each time an additional document or a revision is added to a workflow process it creates duplicate copies for each member. They in-turn may make copies for reference, rough editing or filing. Think how this could grow and grow. With Document Workflow software, the process occurs in a digital environment. Paper files are converted to PDFs, and digital files are easily added, all without the need to print onto or waste paper.

Controlling Office Paper Waste 10

Incoming Faxes to PDF:

Are you still printing your faxes?

Did you know that you can convert your incoming faxes to PDFs? Fax is certainly on its last legs, but ambitious types still insist on “retro spamming” promotional messages via fax, which cost you every time they’re received. Rather than creating more wasted paper, your incoming faxes can be converted to PDFs and routed to an administrator’s email account for distribution to the correct recipients, or be deleted. There’s virtually no cost and it’s waste free.

Our Customers

Hilbery Chaplin Logo

We switched from our previous printer supplier to Systems Technology several years ago now and have never looked back.

Nick Chaplin, Managing Director. Hilbery Chaplin

Arun Estates Logo

One less headache – I know that everything gets taken care of before I even have to think about it.

Arun Estates

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