WHO SHOULD I TRUST WHEN IT COMES TO MY COPIER?

WHO SHOULD I TRUST WHEN IT COMES TO MY COPIER?

If you haven’t already done so, it’s probably time to consider whether the time and money you spend on office printing and copier equipment are worthwhile. Do you have efficiencies in place, or do you feel like you’re playing whack-a-mole with your printers—a printer breaks down, you fix it; a toner cartridge runs out, you order a new one? You borrow a ream from another print station when the printer runs out of paper. Printer maintenance should not be an afterthought or entrusted to just anyone.

A single point of accountability for all of your equipment and supplies is optimum for printing efficiency and effectiveness. It’s critical to delegate this job to a single person or department so that everyone knows who to contact.

TWO FACTORS IN CHOOSING THE BEST POINT PERSON

Choose Who Has The Most Time.

  • While the obvious answer to the question “who has time to oversee copier and printer maintenance?” is “no one,” finding someone who can make this a priority would help. Of course, this person will need to be slightly conversant with technology.

Discuss Who Is In Charge.

Once you’ve decided who will be in charge of copier and printer maintenance, you’ll need to convey their job in various ways, including in meetings, via email, and possibly on a bulletin board near the printer.

Once a mechanism for conveying responsibilities has been established, you and the designated person can devise an escalation plan so that staff knows what to do and who to contact if printers fail and the standard repairs do not work.

Significant Implementation

Here are some key points to keep in mind as you implement this new responsibility:

  • Choose someone and give them a job description that includes copier and printer upkeep.
  • Ensure that these obligations are met in the employee’s timetable.
  • Obtain extra training for this individual.
  • If your print operations have been decentralized up to this point, consider modifying or upgrading policies.
  • Remember to notify your staff of any modifications to standard operating procedures related to printing.

Small Businesses

If your company isn’t large enough to have a dedicated printing person, you’ll need someone with a good understanding of technology, your company’s workflow, and your team’s procedures.

Mid-Size Enterprises

A manager in charge of office technology in a mid-size to a large company is in the best position to assign someone to look after printing technology. In most cases, this will be the IT unit.

Big Companies

If you work for a large company, you may need a team of people to manage the print technology dispersed across several departments or office locations. This group will collaborate closely to handle your copiers and printers.

It’s crucial to delegate responsibility to a single person, yet that individual frequently wants assistance. Consult a Copier/Printer Experts to identify the most effective strategy for your company to centralize printing technology management tasks and implement a successful Managed Print Services program.