In the first part of our guide to Proper Printer Etiquette, we looked at some of the key things to remember when working in an office and using a shared printer. These points included being courteous, taking responsibility and being prompt with certain matters; all of which can help to keep office conflicts at a minimum and the print trail running smoothly.
Read on for the second installment of this guide and see how much more there is to the office printer than paper and ink.
Businesses have all sorts of policies and procedures to ensure they are as green as possible. The easiest way for businesses to be green is to limit waste and recycle. This practice should be extended to office printing too. Whilst some printing is essential, in the name of being green you should always make a conscious effort to keep paper and ink wastage to a minimum; this means limiting how much you print and only making paper copies when absolutely necessary (it is the digital age after all). As for the sheets that print the odd line or mark, use it as scrap paper for the office rather than putting it straight in the bin. If you do have waste printouts then simply pop them in the recycling bin.
Turn it off:
The easiest way for a business to reduce their carbon footprint and save on their energy bills is to turn off electrical equipment at the end of each day and over the weekend. By turning the printer off when you shut down the office overnight or over the weekend, you will reduce your energy usage and emissions and it may even help to prolong your printer’s life.
Recycle where possible:
As with any plan to be green, you should try to use recycled materials where possible. This is as simple as buying recycled paper and supplies. In fact, thanks to new technologies in recycling and paper manufacturing, it is much easier to source and use high quality recycled paper on a daily basis.
Only take what is yours:
Boundaries are important in the workplace and you should respect that while some printouts are run of the mill, others are private. You should ensure that you only take your printouts from the printer. Even if you think taking others’ documents to hand out will be helpful, you run the risk of overstepping the mark.
Keep it default:
You should always use the default settings on your office printer to ensure that all documents are printed in a uniform manner. If for whatever reason you have to change the printer settings for a particular job, make sure that you put the settings back to default and that you put the hardware back to how it normally is. This will stop any mistakes being made or any time and resources being wasted because people are unaware of the changes you’ve made.
Personal documents are prohibited:
In an effort not to waste resources and to ensure that things are fair and everyone has the same printer usage and privilege, you should ensure you do not use a work printer for personal documents. Even if you think one or two sneaky personal documents will go unnoticed, they won’t be planned for when resources and supplies are organised which could result in an ink or paper shortage at a crucial moment for your team or company such as just before a big meeting with a key client you can’t provide a contract for. This is all about common courtesy again; ensure you keep business and personal separate – even in the print room.
So that was the second part of our guide to Proper Printer Etiquette. Though each office will have its own way of doing things, the points discussed in this guide are a good start to keeping the peace and the printer in good working order.
For the more practical side of running an office printer, you have Prink to turn to, with our wide and varied range of cheap ink cartridges and quality supplies.