Office Technology and Management: Best Practices in 2024

Posted on April 09, 2024

Topics: Office Technology

Office Technology and Management: Best Practices in 2024

Gone are the days of dusty desktops and clunky fax machines. Today's office is a dynamic ecosystem of interconnected devices and sophisticated software. 

But with this power comes a responsibility: ensuring your office technology isn't a monster gobbling up resources, but a loyal companion driving efficiency and propelling your Ontario business towards its annual goals.

At OT Group, we understand the struggle. We've seen countless organizations overwhelmed by the sheer volume of tech choices and frustrated by a lack of clear direction. That's why we're here to help you harness the power of your office technology and transform it from a cost centre to a strategic asset.

We know the importance of keeping your office humming efficiently. With that in mind, here's how to optimize your printing and copying technology for maximum ROI in 2024.

1. Optimize Your Printing Fleet

Not all printers are created equal. It's crucial to assess your printing needs and choose the right equipment for the job:

  • Multi-Function Printers (MFPs): Consider MFPs that can print, copy, scan, and fax, reducing the need for multiple devices and minimizing clutter. Read our blog, Multifunction or Desktop Printer: Which is Better for Your Office?, for more information. 
  • Strategic Printer Placement: Strategically placing printers in high-traffic areas minimizes employee travel and wasted time searching for a working machine.
  • Managed Print Services (MPS): Partnering with an MPS provider can be a game-changer. MPS providers manage your entire printer fleet, including toner refills, maintenance, and security updates, freeing up your IT staff and potentially saving you time and money in the long run.

Is Managed Print Services Right For Your Business?

2. Up Your Security Game

Printing can be a security vulnerability, so it's important to tighten things up:

  • Implement a secure print release system that requires users to enter a PIN code or authenticate with a badge before a print job is released. 
  • This prevents unauthorized access to confidential documents.
  • Look for printers with built-in data encryption to safeguard sensitive information stored on the device.

Looking for more information? Check out our blog, 9 Ways to Better Achieve Secure Printing.

3. Cost-Saving Strategies 

  • Track Printing Habits: Implementing print tracking software allows businesses to identify high-volume users or departments and implement targeted cost-saving measures. Imagine, for example, discovering a department unknowingly printing in colour by default – a quick setting change can lead to significant savings!
  • Consider Print Quotas (carefully): Setting print quotas can discourage unnecessary printing. However, this approach can also be counterproductive if it restricts employee productivity. We recommend exploring other cost-saving strategies first.
  • Toner Recycling Programs: Many manufacturers offer toner cartridge recycling programs, reducing environmental impact and potentially lowering costs.

In addition, check out how colour-coded pricing can help your business save on printing costs - ensuring you only pay a fraction of your current colour printing costs. 

4. Environmental Considerations

Encourage employees to adopt sustainable printing practices, including:

  • Only printing when necessary
  • Use the "draft" mode for less critical documents
  • Opting for recycled paper whenever possible

5. Embrace Paperless Where Possible 

There are significant strides you can take to significantly reduce your reliance on paper. Invest in document management systems that allow for secure digital storage and retrieval of documents. This not only saves paper but also streamlines workflows and improves accessibility for everyone in your organization. 

Cloud storage solutions are another powerful tool for sharing and collaborating on documents electronically, eliminating the need for physical copies. Finally, make double-sided printing the default option on all printers. This simple change can easily cut your paper usage in half.

Partnering with OT Group: Your Office Technology Experts

Navigating the world of office technology can be a head-scratcher. OT Group can help! We offer a range of services to optimize your office technology infrastructure, including:

  • Needs Assessment: We'll analyze your current printing, copying and faxing habits and identify areas for cost savings and efficiency improvements.
  • Technology Recommendations: Based on your needs, we'll recommend the right printers, MFPs, and software solutions for your office.
  • Managed Print Services: We can manage your entire printing fleet, taking care of everything from toner refills to maintenance to security updates.

By partnering with OT Group, you can free yourself from the burden of printer management and focus on what matters most – running your successful Ontario business. Reach out to our team today for help. 

Book a Consultation

OT Group 2023 Trends eBook COVER-2

Your Ultimate Guide to the Top Business IT Trends in 2023

In this new OT Group guide, we take a look at the hottest IT trends that will help Ontario-based small and medium-sized businesses grow over the coming year.

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