Do you feel like the money you spend on office printing and printers is as efficient as possible, or does it seem like a game of whack-a-mole? A printer goes down, you fix it. A toner cartridge is empty, you order more. The printer runs out of paper, you borrow a ream from another print station. It can feel like your printers and your print technology is always an afterthought.
Printing efficiency and effectiveness depends on a single point of accountability for all of your equipment and supplies. It's important to assign this responsibility to one person, or one department, to avoid the situation where you and your employees are constantly wondering who is responsible, who is the person you can call when the printer is down.
PICKING THE RIGHT PERSON: TWO FACTORS THAT DICTATE SUCCESS
1.) WHO HAS TIME?
The obvious answer to “who has time” to manage your printing and the associated technology is “no one.” One great solution is to make the printing responsibility part of someone’s job description. Finding someone who has time usually means you are going to need an employee who can make this an important priority. Of course, this point person for print technology will need to be comfortable with technology.
2.) COMMUNICATE WHO IS IN CHARGE
Once you have a person chosen to be responsible for print technology in your organization, it is important to communicate their role in a number of ways — in meetings, through email and maybe even bulletin boards near the printer. Once a system is in place for communicating responsibility, you and the person chosen should build an escalation system so people will know what do if printers fail and the normal fixes don’t work.
Here are some important factors to remember as you roll out this new responsibility.
- Pick the person and develop a job description that includes the printing technology.
- Ensure there is room in the employee's schedule for these responsibilities.
- Additional training may be needed for the new print point person.
- You may need to change policies, especially if your print operations have been decentralized up to this point.
Again, don’t forget to communicate any changes to standard operating procedures around printing.
If your organization isn't large enough to have a person solely responsible for your printing needs, you need someone who has a strong understanding of technology, your organization’s workflow and your team’s processes.
In mid-to-large organizations, a manager responsible for office technology is in the best position to assign someone to take care of printing technology. In most cases, this will be the IT department.
If you are in a large organization, you may require a team of employees to manage the print technology scattered throughout various departments or office locations. This team will work closely with each other to manage your printing equipment.
Assigning responsibility to a single person is important, but that person will often need help. Work with a Marco Copier/Printer Specialist to determine the best way for your organization to centralize your printing technology management responsibilities and implement a productive Managed Print Services program.