How to Manage the Copier Paper at the Office
Keeping track of the copier paper is essential for maintaining the productivity in the office. When you run out of paper during a big print job, it can be cumbersome to replace the paper. Choose one person to manage the copier paper at the office, but allow all employees to take part and be responsible about use. Let all employees know about the copier paper policy ahead of time to avoid miscommunication.
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Instructions
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Write a policy for using copy paper. If your company is on a tight budget, create a policy that limits the use of copy paper. Encourage employees to print on the backside of used paper when they are making copies for personal use. Have all employees print a test page before setting a large printing job in case the original is misaligned.
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Create a storage space for extra paper. If possible, keep the extra paper close to the copier for ease of use. If you don't have the space, store it elsewhere, but keep a few reams of paper nearby.
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Check the copier's paper regularly. Based on the amount of use your copier gets, you should check the machine's supply daily or weekly to be sure that there is enough in the machine. Anyone doing a large print job should check the paper supply before starting the printing process.
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Teach all employees how to insert paper. The process for loading copy paper can differ from machine to machine, so be sure that everyone understands how your copier works. Don't assume that this is common knowledge or someone may make a mistake.
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Monitor the paper supply to be sure that you don't run out. As you put new paper into the machine, check the supply. Be sure that you order paper with enough time to receive it before you run out.
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Purchase copier paper in bulk to save time and money. The more paper you buy, the less it will cost per ream.
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Tips & Warnings
Encourage employees to use electronic documents whenever possible. The average employee uses 10,000 pieces of copy paper per year, so the savings for both your budget and the environment are substantial.
