Having a centralized printer in your open office helps your staff members to print documents, reports and other essential paperwork. This frees up space at each workstation by eliminating the need for a personal printer. When hiring a copy machine service, you'll want to make sure that you have more than just a printer available for your employees to handle all of their document preparation needs. Here are a few things you can do to create a centralized printing center to give your staff a convenient area to print and prepare documents.
Print Supply Storage Cabinet
You should have a print supply storage cabinet next to your printer so your staff can access paper, toner and other supplies they need to print documents. Your copy machine service contract may include toner and other accessories for your printer. Make sure your service delivers enough spare toner cartridges to last you through every week, and keep these items neatly stored in the cabinet. You should also dedicate a shelf for used toner cartridges that can be returned to the copy machine service for refills. Other supplies you should keep in the storage cabinet include:
- Three-hole punches
- File folders
- Binder and paper clips
- Staples and staplers
- Document sleeves
Consider adding a desk or table that can be used as a printing workstation. This area should have a few chairs for your staff to sit at while they review printed documents, sort paperwork for delivery to other departments and place reports into assigned binders. If you have binders that staff members must add reports and paperwork to every day, consider storing them at the workstation for convenient access. You may also want to keep a document shredder in this area in case an employee accidentally prints extra copies of sensitive documents.
If you have a staff mailbox system, consider mounting the mailboxes on the wall next to the printer. This makes it easy for your employees to print and distribute documents to your entire staff, which can help to increase productivity by eliminating the need to stop by the printer and then the mailbox area. You may also want to add a mail crate, stamps and envelopes to this area so printed documents can be prepared for mailing to clients and customers.
Printing documents is an essential function in many workplaces. By creating a centralized printing area in your office, you can keep all of the tools your staff needs for printing, filing and mailing in one area. Work with your copy machine service to see which additional service options can help you to improve productivity in your open office.