It’s 2022, and you’re convinced that having office printers at your business is entirely a thing of the past. So why would you or any of your employees even need office printers, especially since your company is now “paperless”?
Going paperless is a great way for a company to store documents on an online server while also helping the environment. Let us not forget how easier it is to share and edit documents online without manually scanning them yourself. But being a completely paperless business might not be as beneficial as you may think. Even in the fast-paced digital age we live in, office printers and hard copies are still a necessity for the overall success of your business operations.
In order to have a well-rounded, multi-faceted business, you must continue to incorporate both printed and online materials in your business plans. So here we list our top five reasons why we think it’s imperative to still have office printers at your business, and we think you’ll agree!
While computers can crash and cloud storage can be hacked, crucial documents, when printed and kept in a safe location, can save the day. Knowing there is both a digital and a hard copy no matter where can give you great peace of mind. This, of course, doesn’t mean we print everything! But when it comes to documents like employee records, federally required documentation, legal contracts, accounting statements, and company policies, it is undoubtedly a necessity.
Running a business means that you will be looking for avenues to save on money. One of the ways to do that is by using paper. While you might have to buy the printing paper and ink from time to time, it is cheaper than paying for cloud storage.
Assuming your company goes through a lot of data at any given point, your cloud storage will have to keep being increased. Soon enough, you will realize that you are spending more on the servers than you would if you just printed and stored this information somewhere safe.
Several studies have been conducted regarding reader retention when documents are presented on screens versus printed paper. For example, one study in 2019 at the Journal of Reading stated that 29 of the 33 laboratory studies found readers learned more from the text on paper. This further supports the growing evidence suggesting that modern screens, such as computers, laptops, tablets, e-book readers, or smartphones, cannot compare to a person’s unique tactile experience derived from reading a physical paper.
When applying this logic to a business environment, we can conclude that printing out specific content materials is necessary to ensure that your intended readers don’t skim over the contents. Be it your clients or employees, they will clearly understand the message. This includes training manuals, product catalogs and brochures, and important contracts.
If you are preparing for a meeting, remember that many people prefer a physical document because it is easier to make notes and highlights directly on paper. Distributing physical documents can also help people stay engaged throughout your meeting instead of being distracted while they read it on their computer – you will never know if they are looking at your document or playing billiards online!
Additionally, a physical document makes the content on the paper seem more real. For instance, when we make a purchase, if we pay with cash, we feel like we have sacrificed something for the transaction instead of paying with plastic. Likewise, for your customers—if they receive a physical contract or invoice, they feel like they have a higher obligation to uphold their side of the agreement to pay.
All the promotional emails and newsletters you ever send online will always be ignored, trashed, or worse, marked as spam. However, in some cases, printing out leaflets, coupons, letters or festival greetings to clients and customers can give a nice personal touch, which has become rare these days. As a result, businesses can give a positive impression of exceptional personalized service that will go above and beyond for clients.
While it is a great idea to go paperless, it is not something that will happen overnight. Even today, there is still use for printed papers and documents. At NPC, we partner with leaders in the print and imaging industries to bring you the very best of the latest Printers. So whether you are someone at home looking for an inkjet color printer, a small business owner looking for a color laser printer, or an organization looking for commercial printers, our experts can help you select the best device that fits your needs. For more information, contact us today!