How Can Workers Improve Their Printing Techniques?

Not every employee thinks that much of printing. It can simply be seen as a means to an end and little more.

However, staff’s printing habits can improve much of a business. Costs can be controlled, time can be saved, and positive environmental changes can be made. Employees have a great deal of agency regarding how far these changes go and how impactful they can be.

Everyone has a part to play when it comes to using the printer. Here are some of the printing strategies that workers should perhaps pay most attention to. 

Merging Files

When multiple documents need to be printed, some workers will click print on each file one at a time. It’s not a huge time detractor if two or three files need printing, but if a huge project is underway, doing this can waste a significant amount of time.

It’s easy to merge PDF files into one document and then print out everything you need in moments. The process is incredibly straightforward, and employees don’t need to be a master of tech to work these quick solutions into their daily work routine. The time workers save here throughout their careers can be devoted to other pressing responsibilities that require their attention. 

Printing after merging files can also help with organisation. Files that were originally sourced from different places can be fed through the machine in the desired sequence, which means freshly printed paperwork shouldn’t get lost at any stage in the process. Time-consuming panic can ensue if there is a misplaced document among dozens, so having a simple way to keep everything together is a huge benefit.

Proofreading the Documents

Many workers can feel confident printing out a document. However, on looking it over once it’s in their hands, mistakes can soon be spotted, causing the need for them to fire up the printer once more.

Even important documents like CVs frequently contain spelling mistakes, with two in three applications reported to feature at least one. Consequently, documents must be closely proofread during the print preview stage of the process. It could be worth sending the file to colleagues for a second pair of eyes, too.

There can be costs incurred with printing mistakes in terms of financial and environmental factors as well. Because there is much at stake, everything that a worker prints should be a final and perfected version of that file.

Errors such as these can be common, so workplaces may reasonably choose to place signs around the printer to ensure that waste is being reduced however possible. Company-wide reminder emails may also be sent. The worker must remain diligent in all of these matters.

Upgrading the Printer

Like all technology, printers receive constant updates and upgrades. Workers should try to work with the latest makes and models for optimum efficiency.

The workers performing on a hybrid scheme should also research wireless home printers that could help them. They will be able to print directly from their smartphones and tablets, giving them more versatile options for creating physical copies of their important data.

Other printers are often priced by the ink used, as providers often insist that their own is used. If an employee is responsible for securing a printer, it could be worth keeping these costs in mind and thinking about how often they intend to use the machine.

Something shiny and new is likely to draw more attention. Workers may often complain of having outdated or faulty equipment at their disposal. Consequently, a timely update can ignite interest and use.

Using Printers Regularly

how can workers improve their printing techniquesPrinters don’t come cheap. If a business or worker has taken the time to invest in one, it’s only reasonable to expect that it’s used regularly.

The timeframe for use should be once a week at a minimum. Unfortunately, printers can start to depreciate faster if they are left idle for much longer than that. Dust can gather around the nozzles and print heads. Cartridges can also dry out, blocking the flow of ink altogether.

Maintenance of these machines is always necessary. However, using the printer regularly is a worthwhile solution too. It can be tough to remember, especially if documents are being shared and stored online more regularly today.

Employees should make sure they have a schedule around the printer’s usage. Perhaps storage areas and filing systems can be regularly maintained and updated? The printer will become a key part of certain work processes instead of a fleeting workplace perk if a system is in place.


Workers should pay their printers more thought; especially now they are more likely to work from home with one of their own. There are many shortcuts that one can take here that do not compromise the quality of the produced work. Instead, time and money can be saved, and potential disruptions can be minimised. Ultimately, a more efficient work environment can be facilitated through printing techniques, and that’s a goal every worker and workplace should strive for.

by Michael Kilgour | 21/06/2022