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Business and Social Etiquette Expert: Syndi Seid
Printer etiquette
Q: Some of my colleagues tie up the printer by printing huge reports and spreadsheets. It's inconvenient (and sometimes it seems down right rude) but it's also part of business. Should I say something? What's the protocol on printer use? Also, who should replace the toner and paper when they run out?
A: Anyone using a shared printer (or any other office equipment) should use them with the utmost respect, care, and courtesy.
Here are a few tips and guidelines to keep in mind. Establish these ground rules and, if problems continue, bring them up in the next staff meeting:
Here are a few tips and guidelines to keep in mind. Establish these ground rules and, if problems continue, bring them up in the next staff meeting:
- If you have a big print job (perhaps requiring more than ten copies of more than five pages each) consider photocopying them instead. Photocopiers are typically faster and less costly to operate. The efficient worker will make every effort to plan ahead by making the copies themselves, or in sending large print jobs to the photocopy department.
- If large jobs must be duplicated from a printer, ask your co–workers ahead of time when they plan to go to lunch, or on a break, to complete your work uninterrupted.
- When a large job must be completed on the spot, break up the work by printing 25 copies at a time, allowing co–workers to print their work in–between sets. Overall, small print jobs take precedence over large print jobs.
- Do your part in maintaining the supplies needed to operate the machines. A printer should never be left empty of an ample supply of paper in all bins. Contact the designated attendant to restock the paper shelf whenever you are down to the last ream of paper. As a reminder, mark the last ream of paper with a large marking pen: "LAST REAM! Contact (name) at (extension number) to restock shelf." Depending on the needs of your company, you may even want to mark the last two reams.
- Every person using shared equipment should be trained on how to use it properly and to take care of everyday situations, such as how to un–jam the machine, replenish paper bins, and as appropriate replace the toner cartridge. For more difficult situations, there should also be a designated in–office attendant and/or expert to whom more difficult situations will be directed and handled.
- If the machine stalls or jams, or an indicator light appears, take time to undo the jam, fix the problem, or alert the proper attendant before leaving the machine. Never leave a machine in an inoperable state without alerting the appropriate person and co–workers.
- When using letterhead, colored paper, or any other type of specialty paper, be sure to remove all extra sheets before leaving the machine with an ample supply of plain white paper.
- Avoid eating or drinking, or setting food and drinks near the printer. Accidents can happen.
Some issues discussed in the expert forum are complex and continually changing.We recommend you consult a professional advisor about your specific circumstances, needs, and applicable laws. More details.