There are plenty of challenges when you’re running a business. The bigger picture often means that little things like printing are left unchecked. Printing related tasks such as buying supplies or equipment and organising services are often pretty low down on the list of priorities in many businesses.
That is until things go wrong.
Whether it’s running out of printer toner, running out of paper or finding out that your printer isn’t working correctly: these things need immediate attention to avoid a negative impact on your business.
That is why we propose that there should be a named point of contact for all of these things within your business. It could be someone who manages it as a part of their wider responsibilities, or perhaps if you have a larger company, someone who is employed solely for this role.
What responsibilities should this person have?
So, what should this person do as a part of their named operator role?
Your named operator should have in-depth knowledge of your printing equipment.
Primarily they should be trained on all the printing equipment within your business. Not just an overall understanding of what the printers do, but a more in-depth knowledge of the type of issues that could arise.
Other staff should be able to get their questions answered by your nominated printer expert.
They should understand the capabilities and the features of the printers that you have in your business. This will include aspects such as scanning and faxing as well as copying and printing. They will become the go-to person for any questions that arise.
The named operator will resolve minor issues and know when to escalate problems.
Whilst this person should understand how to fix minor issues, such as a paper jam or replacing the toner, they should also know where to go if there are more serious problems or faults. They will be able to contact the right service team and arrange for someone to come out and fix the printer.
Manage supplies and consumables
Another important function of this role is to manage printing supplies. They’ll need to keeping track of consumables like paper and toner and handle re-ordering to ensure that you don’t run out of consumables like paper and toner.
Maintain relationships with key suppliers
They should be able to develop a relationship with the suppliers, not only to help them to make their orders but also to try and ensure that you as a business are receiving the very best possible service.
The key-operator will review usage and check that machines are adequately serviced.
You may also ask this person to dispose of used toner cartridges as and when required and keep on track of the service history for all the printing equipment that you may have in your business.
Provide management information to help manage costs and efficiencies
Finally, having one key person dealing with printing means that data and information regarding use of the printers and copiers can be gathered.
Such data can be used to make sure that the devices are being used in the most efficient and cost-effective way, detailed reports may also show who is using the printers and how often.
This information is invaluable when it comes to assessing whether or not there are any ways to save money when it comes to printing within your business.