One of the first things to check when looking for ways to reduce the cost of photocopiers is to find out the functionality of the photocopier rental currently in use. New photocopiers often involve printing, scanning, faxing and, if used properly, are connected to the Internet. Once the capabilities of existing photocopiers are noted, it will be much easier to find out what steps can be followed to reduce the cost of photocopiers.
There are a lot of tips that any business can follow, whether they have photocopiers that have printing or separate tools. It is only necessary when everyone in the workplace uses a photocopier or printer. This may seem like a fairly obvious tip, but useless photocopies are often made in most businesses and can make a big difference in photocopy costs before others in the workplace think. Many new photocopiers can help with this as they can be networked with software to track any printing and set quotas.
Many people use photocopy machine rental to copy what is needed to work on a document. Where possible employees should be encouraged to use photocopiers to scan documents and send them electronically, meaning any changes to the draft can be made on their computer instead of hard copy. Everyone in the workplace should take responsibility for properly shutting down photocopiers every night to save the night. Many photocopiers automatically switch to stand-by mode when not in use, so energy saving during the working day can also be saved, potentially reducing energy saving bill costs.
A large number of photocopiers have a duplex function for double-sided printing. This should be set to default, greatly reducing the amount of paper used and thus reducing costs. Photocopiers made in the last five years are likely to include printing, scanning, faxing and photocopying in one machine, meaning that instead of making photocopies, documents can be scanned into photocopiers and sent by email or fax.
There are many options available that can really help reduce the cost of photocopiers, but they will only be effective if everyone in the workplace is educated on how to use these tools properly. If all employees know how to use photocopiers in the most cost-effective way, total costs can be reduced by a large margin. Businesses may also consider updating their photocopiers to include all necessary functions to help reduce their running costs.
