If you've ever been responsible for managing an office's printer and copier fleet, you know it's about much more than keeping devices stocked with toner and paper. Office managers, and IT leaders are often balancing multiple priorities including employee productivity, print security and budget management.
One factor that's frequently overlooked? Printer and copier placement.
The location of your devices can have a significant impact on workflow efficiency, employee experience and even print security. When printers and copiers are strategically placed throughout your office, employees spend less time walking across the building, interruptions are reduced and shared resources are used more effectively.
In fact, many organizations are rethinking their print environments altogether by replacing scattered desktop printers with centrally located multifunction devices (MFDs) that are easier to manage, more secure and more cost-efficient.
A great example is our work with the Chicago Cubs and Wrigley Field. Through a printer fleet refresh, Gordon Flesch Company helped the Cubs improve everyday reliability while preparing high-demand areas to handle the rapid bursts of printing that occur on game days.
By consolidating numerous standalone printers into strategically placed shared multifunction printers, they gained greater efficiency, simplified device management and improved performance where it mattered most. The implementation of output management software also strengthened print security by holding print jobs in a digital queue until employees scanned their badge to release documents at the device.
Whether you're managing one office or multiple locations, these six tips can help you optimize printer placement and improve workflow efficiency throughout your organization.
Location matters.
Placing a shared printer or copier in a central area makes it easier for employees across departments to access the device without wasting valuable time walking long distances. The goal is to create a convenient printing hub that serves multiple users while minimizing disruptions to daily activities.
As you evaluate placement options, consider:
Many businesses find that strategically placed shared MFDs can improve workflow efficiency while reducing the number of devices needed across the organization.
Printers and copiers need room to operate efficiently.
Employees should have enough space to comfortably print, scan and copy documents without creating congestion around the device. In addition, proper spacing allows technicians to perform maintenance and repairs quickly when necessary.
Adequate clearance also improves airflow around the equipment, helping prevent overheating and supporting long-term device reliability.
When evaluating placement, be sure to account for:
A crowded printer area can quickly become a bottleneck that negatively impacts workflow efficiency, especially during busy periods.
Today's multifunction printers are powerful business tools that rely on stable electrical and network connectivity.
Before selecting a location, confirm that adequate power and network resources are available. While wireless connectivity may be an option, businesses with higher print volumes often benefit from wired connections that support consistent performance.
It's also a good idea to think beyond today's requirements and consider future growth.
Evaluate:
Proper infrastructure planning helps prevent frustrating connectivity issues that can interrupt workflows and reduce productivity.
High-volume printers and copiers can generate a surprising amount of noise throughout the workday.
To maintain a productive work environment, avoid placing devices directly next to employee workstations, conference rooms or areas where confidential conversations frequently occur. Instead, look for locations that remain convenient without becoming disruptive.
Good placement options may include:
Finding the right balance between accessibility and distraction reduction can significantly improve employee focus and overall workflow efficiency.
Your print environment should be able to grow alongside your business.
As organizations expand, printing demands often change. New employees, departments and locations may require additional capacity or different device configurations.
Instead of selecting a location that only meets today's needs, look for areas that can support future expansion.
Consider:
Forward-thinking planning helps prevent costly office reconfigurations later while maintaining long-term workflow efficiency.
If your business operates from multiple offices, your printer fleet should work as a connected system rather than a collection of independent devices.
A networked print environment allows employees to securely print documents at alternate locations, making it easier to support hybrid work models, traveling employees and multi-branch operations. Secure print release solutions add another layer of protection by ensuring documents aren't printed until the intended user authenticates at the device.
The result is greater flexibility, enhanced security and improved workflow efficiency across your entire organization.
The right printer placement strategy can help reduce costs, improve employee productivity, strengthen security and create a more efficient workplace. However, placement is only one piece of the puzzle.
A comprehensive print assessment can uncover opportunities to align your print environment with the way your employees actually work.
Ready to optimize your print fleet?
Contact Gordon Flesch Company for a free, no-obligation print fleet assessment. Our experts will evaluate your current environment and recommend practical strategies to improve workflow efficiency, enhance print security and reduce overall printing costs.
