Are you updating your printer fleet or outfitting a new office? It can be challenging to discern how many printers you will need. Too few printers can slow things down, while too many might waste money. In this blog, we’ll look at what factors to consider so you can decide how many printers your office really needs to stay efficient and productive.
What is the ideal Ratio for Printers for Users?
The optimal ratio is commonly recommended for one printer for every 4.4 employees. If your organization is maintaining this ratio or is adequately meeting its printing needs with fewer devices, then you are well-positioned. However, if this is not the case, it may be prudent to reassess the number of printers and copiers currently in use.
Before considering a reduction in the number of printers, it is important to recognize that such decisions are complex. Each workplace has unique requirements, and even different departments within the same organization can have significantly varied office printing demands. These factors include how much the average employee prints, the number of pages used by your office, how your office handles sensitive information, and so forth.
Factors to Consider for Your Office
To determine the optimal printer-to-employee ratio for your organization, several factors must be considered. While it is challenging to predict every workplace layout and scenario, the following considerations are generally applicable to most businesses:
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Evaluate the Number of In-Office Employees
This may seem straightforward, but it is essential to consider future staffing changes. If your company plans to increase its workforce in the coming years, or if downsizing is anticipated, your printing needs will adjust accordingly.
Additionally, be mindful of the age of your equipment. We often advise clients that the typical lifecycle of a workplace printer is approximately seven years. Beyond this point, an outdated printer may incur higher costs than its utility justifies. If you do not foresee growth in the near future, it may be prudent to retire several devices that will no longer meet your needs efficiently.
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Identify Departments or Individuals with Specific Printing Requirements
Certain individuals or departments within your organization will require more frequent printing access and should be provided with the type of printer that best suits their needs. Departments with specialized printing solutions typically include:
- Legal/Regulatory Compliance
- Human Resources
- Accounting & Finance
- Administration
- Marketing
- Engineering
Assessing the unique needs of these departments can help ensure that printing resources are allocated appropriately and efficiently across your organization.
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Consider Location and Layout
Employees should not be expected to travel to a different floor simply to print a document. Instead, printers should be located in close by, especially for employees who need to use them throughout the day.
While accessibility is important, we at Tech Wise typically advise against personal printers for several reasons. Employees may associate personal printers with enhanced data privacy; however, this is not always the case. Since offices are generally not secured every time a staff member steps away from their desk, personal printers may not provide the anticipated privacy benefits. Modern secure printing measures can offer better protection even with a decentralized printing process.
Personal printers can lead to wasteful printing habits, significantly increasing organizational print costs. Placing printers at a moderate distance, such as down the hallway, can naturally encourage employees to minimize unnecessary print-related costs.
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Assess Print Speed
When determining the number of printers, print speed should be a key consideration for several reasons:
- Slower print speeds can create bottlenecks in certain departments.
- Print volumes can fluctuate, and slow printers may hinder meeting tight deadlines during high-demand periods.
- High-quality printers that produce detailed images often operate more slowly, necessitating additional printers in departments that frequently require full-color or advanced finishing.
- A single high-speed printer may deliver productivity equivalent to multiple slower models.
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Calculate the Costs per Print
Calculating the cost per print job involves more than just ink and toner expenses. Each printer contributes to the organization’s energy consumption, maintenance costs, and space requirements. Additionally, they can demand significant time from the IT team for support and maintenance.
Unsecured printers pose a cybersecurity risk, potentially serving as entry points for ransomware attacks and other threats. Therefore, it is crucial to include security measures in the overall cost assessment.
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Build in Redundancy
Printers often receive a bad reputation, largely due to the lack of proper handling and maintenance compared to other sensitive technologies. While well-maintained printers generally cause fewer disruptions, occasional issues such as paper jams or error messages are still possible.
If your office relies heavily on printing capabilities for productivity and only has one printer, it may be prudent to invest in an additional unit. This ensures that operations continue smoothly, even when one printer experiences a malfunction.
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Seek Professional Guidance for Printer Allocation
Determining the ideal printer-to-employee ratio can be complex. Engaging the expertise of a professional can provide valuable insights into the optimal number of printers for your organization, ensuring both efficiency and cost-effectiveness.
Many managed print services (MPS) providers, such as Tech Wise, offer complimentary print assessments to help optimize your printing environment. These assessments look at your office’s circumstances and can help determine can assist in determining the ideal number and type of printing devices for your organization.
Optimize Your Office’s Printing
When it comes to deciding how many printers to put in an office, it’s important to try to optimize you office’s printing capabilities to best fit your needs. Our team in Houston has helped a number of businesses and organizations build their printer fleet. We understand that every business has unique circumstances, and the amount of printers you have can be a great benefit to your productivity.
Contact Tech Wise to get an in-depth analysis of your office’s printing needs.
