New Jersey employees print personal documents at the office, it’s inevitable. But it’s unlikely companies or their managers know the extent. When employees in NJ offices were asked whether they print personal documents at the office, 78% of U.S. workers reported they have.
And among those who print personal documents at the office, they indicated that (on average) about 11% of all printing at the office is for personal reasons. This is basically a loss to the company in the form of time, toner, and paper.
Should managers address personal printing?
Should managers address personal printing?
Research suggests that the main reasons why workers print personal documents at the office are they don’t have a printer at home, or they need something and forgot to print at home. These employees are not looking to take advantage of their employer, but are doing so out of convenience.
Below are some potential consequences of forbidding personal printing in work environments.
Employees may:
- Arrive late to work, or leave early due to printing needs
- Run out to the copy shop during work hours
- Try to sneak in a print job, creating a sense of guilt and fear of suspicion
- Develop anxiety about an illicit print, or not having a needed document
Probably none of the above consequences are good for an organization to enable. Most organizations likely view the modest use of company equipment for personal use as an unwritten job perk. It can be tolerated as the reverse would be more harmful. One can view providing coffee in the break room in a similar way. This service helps people work better, and keeps them from sneaking out to the local coffee shop every few hours.
Implementing a solution
When there is abuse discovered, there are some options open to IT managers. Companies can set up a managed print solution which includes job tracking and cost allocation to departments and individuals, for example, could dissuade the few abusers to stop.
A leading managed print services company can provide reasonable policies to prohibit excessive use of company equipment. Most employees are likely reasonably honest and will accept the new policy.
Conclusion
Companies in the NY/NJ/PA area should reach out to a reputable managed services company who has implemented these practices before and ask for a free evaluation. Eliminating personal printing in the office will have more drawbacks than doing nothing. Nevertheless, some organizations may see a need to set limits, or require compensation if personal prints exceed an allowable limit.
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