Office life means often having to compromise. As you figure out how to best set up your office or business, document management comes with its own hurdles. Using a printer, along with discount ink cartridges, to print out pages can be useful, but among other things, printers come with other costs for maintenance and upkeep. Also, managing and storing sheets of physical paper can be problematic. In modern offices, digital tools like tablets and PDFs are an alternative to having physical paper. However, each approach comes with respective upsides and downsides.
With a decline in prices, buying ink cartridges isn’t as expensive as it was just a few years ago. Through discount ink stores and other outlets, it’s easier than ever to pick up cheap cartridges for your office printer. That said, the cost of maintaining a physical printer in your home office or business is not insubstantial. Along with ink cartridge costs, printers need regular paper refills if they’re frequently used by employees. Especially if you print a lot of multi-page documents, you can quickly drain a printer’s ink cartridge and go through a lot of paper. Moving to a digital-only documents policy cuts out all of these costs and minimizes the investment you make in supplies for your office
Clutter can quickly become a problem for any employee in any office. After lots of meetings and projects, papers can quickly stack up on your desk and turn it into a mess. Moving to an all-digital office can make file management far easier for your employees. Considering that most employees use a laptop or similar device, using PDFs makes tasks like distributing documents before a meeting much easier. Instead of passing out handouts, your employees can simply pull up the needed documents on their laptops. When you use larger documents, such as oversize PDFs, digital platforms like tablets and laptops allow you to zoom in and out of the file.
Note Taking & Annotation
That said, going with an all-digital approach comes with some disadvantages, especially for alternative learners in your office – they may find it less than useful to rely on formats like PDFs for business applications. Without devices like tablets, eReaders or tablet PCs on hand, it can be difficult to annotate documents and take notes in the margins. With low printer ink cartridge costs, maintaining a single inkjet printer or smaller printer setup is a way to accommodate these employees with minimal overhead.
In addition, an ink-cartridge-based printer is a valuable asset for other applications. For instance, if your employees meet with customers who want to take documents home, a printer can be a more effective option than email.
Ultimately, printers and digital delivery platforms provide a variety of options for the contemporary office environment. While each comes with distinct strengths and disadvantages, an inkjet printer can be a valuable asset in your office environment.