On average, an employee prints 27 pages every day; 17% of these pages end up in the trash the same day.
Most small businesses do nothing to cut this print wastage. They even commit more printing mistakes leading to high operational costs. You must cut all these unnecessary expenses to give your enterprise an edge.
To help you out, here are the top ten printing mistakes small businesses make and how to avoid them.
1. Forgetting to Proofread Before Printing
Many employees usually rush to print a document without proofreading it first. They end up printing a document with numerous typos and grammar mistakes. When this happens, these employees have two options; to use the document with errors or throw it away.
Most of them prefer to throw the document away and print another one. The problem is that most employees develop this bad printing habit. They keep printing documents without proofreading and throwing them away.
Instruct your workers to always proofread a document before printing it to prevent this printing mistake. Also, look for ways to recycle printed copies instead of throwing them away.
2. Forgetting to Properly Format Documents Before Printing
How often do you check a document’s page layout before printing? If you’re like most people, you rarely do and only realize the problem after printing. Also, many people forget to check the document’s headers and fonts before printing.
These people end up printing copies that don’t fit their specifications, which they throw away. To avoid this mistake, take time to format a document before printing it properly. Take advantage of the print preview to find out how the hard copy will look.
Also, use the print preview to change the document’s orientation. Your goal is to print a properly formatted document to minimize print wastage.
3. Skipping Employee Training
Many small businesses tend to neglect the importance of employee training. They assume that all their employees can do “basic things” such as printing. Unfortunately, some employees have no idea how to use a printer.
These employees learn through trial and error how to operate a printer. The problem is that during this learning phase, they’re wasting paper. They print poorly formatted documents, which they throw away.
Also, these employees do things that cause printer paper jams, and they waste time trying to fix this problem. Your small business should invest in employee training to avoid these printing mistakes. You want to guide your employees on the proper use of the office printer.
Also, educate them on what causes printer paper jam and how to prevent it. You want them to learn how to take proper care of the office printer.
4. Printing Poor Quality Copies
The other reason employees throw away printed copies is due to poor readability. They print documents with faint print, which they struggle to read. The problem is that instead of investigating what’s causing the faint print, they keep printing new copies.
Here are some of the causes of faint print:
• Low ink or toner level
• Low toner/ink density setting
• Your printer is in an area with low or high humidity
• Blocked inkjet print head
Regularly replace the printer cartridge and toner to prevent a faint print problem. Search for a company like PremiumToners that offers printer cartridges and toners at fair prices. Your goal is to print high-quality copies and reduce print wastage.
5. Failing to Invest in the Right Printing Machines
Many small businesses are reluctant to invest in modern printing machines. These companies prefer to buy secondhand printers to cut costs. The problem is that most of these old printers are challenging to use.
Besides, secondhand printers come with countless problems, which leads to printing low-quality copies. Some of these printers print documents with ink smudges that you’re forced to throw away. Others take too long to print a single page, wasting time.
You should invest in modern printers to manage these printing problems. The good news is you can outsource printing services if you feel buying these machines is too costly. The idea is to find a reliable printing service firm with modern printing machines.
Also, look for a company that offers top-class printing services at affordable rates.
6. Ignoring Printer Servicing and Maintenance
When was the last time you serviced your office printer? For most small enterprises, the answer is never. These businesses claim that printer servicing and maintenance is a waste of money.
The problem is that they end up incurring hefty printer repair expenses. Besides, their employees suffer when the printer breakdown and they need printed copies. They’re forced to search for a nearby print services firm when this happens.
Your business should invest in printer maintenance and servicing to avoid these problems. You want to ensure your office printer is working at all times to streamline operations. So, strive to find a reliable company near you that offers reliable printer maintenance services.
Also, develop a schedule on when to seek printer maintenance services and share it with your employees. Service your office printers during off-hours to avoid inconveniencing your employees.
7. Using Low-Quality Imagery
The use of low-quality imagery is the other common small business printing mistake. This mistake causes businesses to produce poor-looking print marketing materials. To counter this problem, start by realizing that the print copy might not be the same, although an image looks great on the screen.
The reason is that the printer you’re using might not be able to print high-quality imagery. So, consider your printer’s make and model before printing images. If you want high-quality images and your printer can’t print them, consider outsourcing this work.
Your goal is to get high-quality print marketing materials that create a positive brand image.
8. Single-Sided Printing
The other way employees waste paper is by printing on a single side. They end up using a lot of paper, and sometimes they throw away these copies. To minimize this print waste, educate your employees on the benefits of double-sided printing.
Make them understand that double-sided printing saves money and is also good for the environment. Also, set double-sided printing as the default setting on your office printer. You want to make it easy for your employees to develop the habit of printing on both sides.
Also, instruct your employees not to throw away copies that are only printed on one side. The idea is to recycle these documents by printing on the other side, there reducing print waste and saving money.
9. Printing All Documents in Black and White
Most small businesses prefer black and white printing to cut costs. So, they print all their marketing materials such as brochures and business cards in black and white. The problem is that these materials are outdated and create a poor impression.
And that’s why despite distributing numerous print marketing materials, your business still struggles to generate leads. Your business should invest in colored printing to overcome this challenge. You want to make colorful print marketing materials that help your business stand out.
Marketing materials that capture potential customers’ attention and make them want to know more about your business. Consider outsourcing this function if you find it hard to print these marketing materials in-house. You want to find a print services company to help you design creative marketing materials.
10. Skipping Print Test When Bulk Printing
Many employees assume that the printer will produce quality bulk copies, and that’s why they skip a print test. The problem is that they end up printing hundreds of copies with mistakes. All these copies are a waste, and your business will have to throw them away.
You must direct your employees never to assume that the printer is working properly. Guide them always to print one page first to check if it meets your needs. Also, advise them to break a bulk printing project into batches.
The idea is to simplify quality control and ensure they get high-quality print copies.
Save Money by Avoiding Common Printing Mistakes
Your business should track printing costs to avoid print waste and save money. You want to learn common printing mistakes and how to avoid them. The goal is to educate your employees on the need to proofread before printing.
Also, know when it’s best to seek professional printing services instead of handling a project in-house. Your goal is to use a company with modern printers to produce quality hardcopy documents that fit your needs.
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