1. Assess Current Printing Practices

Printing remains a vital part of office operations. However, according to statistics from Offix, up to 65% of printed documents are discarded the same day. Therefore, before implementing any policy, it’s essential to understand your organization’s current printing habits.

Start by reviewing the following:

• Collect data on print volumes by department, individual, or time period.
• Identify the types of documents being printed: internal, customer-related, reports, contracts, etc.
• Record printer usage frequency during peak and off-peak hours.

This data provides a comprehensive overview and helps detect common wasteful habits such as: misprints, excessive test prints, unnecessary documents, or not using duplex mode.

2. Set Clear Printing Permissions by Department

Not every employee requires the same level of printing access. Defining reasonable printing permissions helps control resource consumption effectively.

For example:

• Accounting, HR, and admin departments: may be granted color or high-volume printing access if needed.
• Operations and production teams: should primarily print internal materials in black and white.
• New hires and freelancers: should have limited printing access or require manager approval before printing.

This clear segmentation helps reduce unauthorized printing and promotes cost-saving awareness among staff.

3. Apply Default Settings: Duplex and Black & White

This is one of the simplest technical changes with the highest impact if applied across the organization.

Make the following default system settings:

• Duplex printing: reduces paper use by half.
• Black & white printing: avoids costly color toner for simple internal documents.
• Draft mode: consumes less toner, ideal for documents that don’t require high resolution.

4. Internal Communication & Staff Training

Even with a great policy in place, it won’t be effective unless employees understand and comply with it. Therefore, the final but crucial step is to communicate and educate internally.

Recommended activities include:

• Sending official announcements about the new printing policy via email or internal notice boards.
• Hosting short info sessions to explain the goals and benefits of print-saving practices.
• Sharing monthly print cost comparison charts to motivate behavior change.

Consistent internal communication helps integrate the policy into the company’s culture.

A well-developed internal printing policy is not just a cost-saving tool, it’s a vital part of a sustainable operations strategy. Once you control the use of paper, toner, electricity, and personnel associated with printing, you’re on your way to optimizing your company’s resources.

———————————————————-

👉 For more information, please contact:
📞 Hotline: 02866609898
🏢 Office: 72 Lê Thánh Tôn, Bến Nghé Ward, District 1, Ho Chi Minh City
🌐 Website: https://printsolution.vn/home_vn/