Printers Become an Operational “Bottleneck”
In a business environment with multiple branches, printers are not just ordinary office equipment. These devices are a crucial “link” that ensures a seamless workflow — from printing invoices, contracts, internal documents to administrative forms.
When the printing system is not properly and uniformly deployed, businesses will face chaotic management, soaring costs, reduced efficiency, and potential security risks.
According to a survey by Function-4, up to 90% of businesses do not track actual print volumes or evaluate printer performance. This leads to overspending without being able to identify the root causes.
Common Mistakes by Multi-Branch Companies
1. Purchasing printers separately, lacking standardization across branches
This is the most common mistake. When each branch is allowed to purchase printers based on its own budget and needs, businesses end up with a “jungle of devices” with different brands, models, configurations, and manufacturing years. This results in:
- Inability to build a unified maintenance and repair process
- Increased replacement part costs due to lack of shared components
- Technicians unable to specialize in a single machine line
- Difficulty in synchronizing print management software
In the long run, a fragmented printing system causes businesses to waste significant resources on operations and control.
2. Lack of print monitoring software and data analysis
Not having tools to track actual print volumes means the business is “blind” to how equipment is being used. They won’t know which department prints the most, when print volumes spike, or which devices are overloaded.
Consequences include:
- Difficulty in allocating budgets appropriately
- Inability to determine which devices need upgrading or replacement
- Failure to detect inappropriate printing behavior such as printing personal documents
Print management software is often included in professional printer leasing services. This helps businesses monitor all printing data in real time.
3. Employees are not trained to use the equipment correctly
Although printers are not complex devices, when employees are not trained properly, the consequences can be serious:
- Incorrect formatting, overprinting
- Paper jams, damaged parts
- Using the wrong paper tray or toner type
When employees don’t understand how to operate the equipment, error rates increase — leading to work downtime and rising maintenance costs. However, when using printer leasing services, the technical team will provide training and user guidance at each branch. This helps minimize user-caused issues.
Why Leasing Printers Is a Smart Choice for Multi-Branch Companies
In today’s fiercely competitive market, businesses need to streamline costs, improve efficiency, and ensure maximum information security. Instead of spending a large budget to buy printers and manage them in-house, printer leasing offers several practical benefits:
- Saves initial investment costs
- Standardized equipment with consulting and on-site surveys
- Print monitoring systems included
- On-site maintenance, flexible toner replacement
A fragmented, poorly managed printing system can cost businesses tens of millions of dong each year. Meanwhile, leasing printers optimizes cost and brings peace of mind in terms of performance and flexibility, allowing businesses to focus on expansion and development.
By identifying and overcoming common mistakes, businesses can build an efficient and cost-effective printing system.
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