In the world of office management, we know you are always looking for ways to increase productivity of employees while cutting costs.
Finding the most useful ways to save money in the office is absolutely crucial to your business’s development.
Did you know, however, that the many ways in which an office can save money may also promote productivity in the team?
Your employees are your greatest assets in business, and keeping them happy is essential for your growth. Productivity is deeply rooted in employee satisfaction, so it is important that you recognize just what makes your employees happy.
Modern technology, team dynamics, and steady growth are all ways in which you can promote employee satisfaction in your company.
But what about the times where investing in expensive technologies or culture events isn’t an option? In fact, we often hear that many organizations are challenged with cutting costs for things like this.
In this post, we explore areas of your business negatively impacting your bottom line that can easily be cut back on financially, while still promoting office productivity.
Switch to a Modern Printer
An old cliché of the office job is standing around the printer with a coffee, waiting for a long document to finish printing.
Sometimes printers suffer a paper jam, sometimes the ink runs dry, and sometimes no matter what you do, the printer decides its time has come and will no longer function. Mechanics are called out, and productivity grinds to a halt until all services can be resumed.
It is not only frustrating for management: it is an annoyance for the employees who require printers on a daily basis.
If your printer routinely breaks down or is creating more problems than it solves, it may be time for you to help your employees regain productivity by investing in a new printer or photocopier. A new, sleek printer can motivate as well as stimulate production in your office.
What if your business cannot afford to buy new photocopiers and printers? There are solutions.
One of the best way to save money is by renting your printers. Small businesses may find that a lot of their assets become tied up in the technology used by employees. This leaves less cash available to flow into other areas of the business, and problems can arise. Renting a printer lets cash remain in your pocket without being tied up.
You can also save money by outsourcing your printing management and leasing your photocopiers. Employees may no longer have to wait by the printer while it slowly copies their papers; a newer machine can work far faster, and your maintenance costs and call-outs are covered.
With your entire printing system managed, your business could see savings simply by using only the paper it requires, less paper wastage, and regular maintenance to avoid stop-and-starts in the office.
Cut Back on Paper and Ink Consumption
If outsourcing your printing isn’t an option for you, there are still ways you can save some money.
The United States is responsible for consuming over 30% of the world’s paper stocks – and this is mostly in offices. When we consider that the average office worker can use over 10,000 sheets of paper per year, the amount of paper used adds up very quickly.
It can be somewhat baffling to realise how much paper a business will find itself going through each year, especially when you realize an employee can waste around 17% of the paper they intend to use.
All this physical waste of paper also leads to a financial waste, too.
What can be done to cut back on wasted paper and ink? Promote digital outreach to your employees.
Wasting paper and money by writing notes and photocopying documents that could easily be scanned and sent around the office by email will not only make messages legible and easier to understand, but time lost in the photocopying and distribution of the documents is cut immensely. Digital calendars, notes, and emails can make all the difference in saving the business both time and money.
What does this mean for employee productivity? Well, the more quickly tasks are able to be completed, the bigger a sense of accomplishment an employee will feel. A day where very little gets done is unsatisfying for both employee and manager. Being able to cut time wasted by the promotion of new, digital ways of completing tasks allows for learning, focusing on other tasks, and savings. Make your employees feel useful to your business and they will reward you with productivity in leaps and bounds.
Promote Less Energy Use
Offices can spend upwards of thousands on their energy bills each month depending on the scale of the project. Businesses worldwide are wasting up to $1billion every single year simply by wasting energy on computers. How is this possible?
Leaving laptops hooked to chargers, and computers and internet routers on standby all day and night still uses electricity even when the items are not in use. A single PC monitor left on all night uses enough power to print over 500 pages of text. Employees should always be encouraged to switch off devices at the plug and stop wasting electricity or leave devices in a low-energy sleep mode. The money saved on electricity bills alone can be used to invest in more energy efficient computer technology – and for employee benefits.
Giving your employees direction in terms of finding motivation to switch off and save is not too difficult. Productivity in the office can always be improved with staff benefits, and issuing statements that saved money could benefit staff for a dinner and drinks out one evening could just be the boost for productivity increases they were needing!
Get Creative With Your Staff
Don’t be the manager who is too strict. Find that delicate balance between hard work and play that employees will appreciate. A hard-line approach can sometimes be necessary, but your staff will be encouraged to do more for a leader they like than a boss they detest. Promote the idea that your business is looking for ways to save money to help staff gain benefits and open the floor to any ideas.
Sometimes, it is the most unconventional of ideas that could save you the most money. Make employees feel valued in your business’ money saving aspirations and you will make savings of both money and employees as your business develops. Save on paper and ink, promote less energy usage, and make your staff productive again.
Megan is an SEO Analyst for Simple.scot. Simple provide printer leases, IT solutions, and telecoms systems for UK businesses.