One of the primary reasons IT investments aren’t fully maximized is due to lack of user training.
Companies will spend large sums on installing new IT systems, only to see them fail or be underused because they scrimped on user training. When users don’t know how to effectively use all of a new system’s functionality, unsurprisingly, they don’t implement all of the new system’s functionality.
The same can be said of copiers and printers.
Because many companies don’t spend as much time as they should considering their options when buying a new printer, they usually don’t consider investing the time in basic training.
After all, there’s a button on the machine or on the touchscreen and everyone has printed and copied before, right?
That’s true, but why would you want to limit users to access only a fraction of what these machines are capable of?
Printers and copiers are sizable investments, you should wring every ounce of productivity you can out of these machines.
Beyond simply printing and copying documents, many users don’t know about the many other features available on today’s printers:
Do you know you can use apps to scan documents to different locations, such as scan to email?
Has your office implemented print rules to enforce lower cost printing - such as preventing color printing emails or limit usage by some individuals or departments to trim printing costs and boost efficiency?
Do you know the tricks to keep a copier from jamming?
Do you know about the copier apps that can increase productivity?
How about how to use your copier to digitize paper documents and transform your business?
If you’re reading this and thinking “Wow, I didn’t know any of that,” be sure to read the blogs we’ve linked to above for more information!
Also, don’t worry about it, not everyone knows how capable today’s printers and copiers are.
If you’re reading this, you probably know more about the printers in your office than most of your coworkers. If you’re confused now, imagine how your coworkers feel on a day-to-day basis.
The interface on the larger multifunction printers can be intimidating if you don’t know what you’re doing -- a keyboard, touchscreen, and physical buttons can be confusing to navigate. While every manufacturer works to make the interface as user-friendly as possible, with so many choices, many users will just “print” or “copy” and carry on working as usual.
When users understand how to use the equipment correctly, your machines are less likely to need to be serviced (which cuts down on costs and keeps your office productive).
Many Xerox printers today include customizable interfaces; the ability to preview documents at the device before printing, create workflows to add to the menu, different finishing options, and much more.
Some of you are thinking, “I’m busy. No one has time for this.” We all have the time for what’s important and learning how to use your office equipment to its fullest is important. For example, what happens when someone outsources a print job that could have been color printed and bound internally? That’s an extra expense you could have avoided.
We all know someone who freaks out about change. Others are just nervous about using new technology. New copiers are printers will superficially look the same (our salespeople and technicians can tell the difference between manufacturers and models at a glance, the majority of people -- not so much), but they really are updated in functionality.
Training helps users overcome their nervousness when using new equipment and allows them to get the most from the equipment -- and the experience.