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Who in my company should be involved in Copy Machine decisions?
Home » Office Equipment » Copy Machines » Who in my company should be involved in Copy Machine decisions?There are many questions that a copy machine raises from a human standpoint. Who will make the decisions regarding purchasing and using company copy machines? Who should be trained? Should there be any restrictions on employee use of the copy machine?
In general, many businesses will have an individual or a team assigned to handle purchases such as copy machines. This may be an office manager or your IT department or someone else. Regardless, it is important that these individuals know their budget and their goals in purchasing a copier. It is often wise to ask employees at your office what they use the current copier for and what they would like in a copy machine. In this manner, you can ensure that your company meets its copying needs.
Once you have a copier, you should have a point person who takes charge of copy machine issues. This employee will maintain service records, ensure that you have paper and supplies, and track copy volume. In addition, this employee will be the one everyone in the office can go to with questions—everything from “The machine is broken; will you call for service?” to “How do we change toner?” If you have a point person, you can rest assured that someone in your office is taking responsibility for copy machine-related issues.
Even though you have a point person, however, everyone in your office should be trained in how to use the copier. Make sure that anyone who will ever use the copier knows how to use it correctly and also knows how to add more paper and/or perform other basic maintenance. Stress that this copy machine is a financial investment that should be handled with care.
Employees should also be aware of any restrictions your company places on copy machine use. Many copiers have security functions that only allow authorized users, so you should decide whether you will utilize these functions. In addition, your company should have a policy on whether employees are allowed to use the office copy machine for personal use. A copy machine should streamline the efficiency of your office rather than impede it, so make sure that everyone who might use the copier knows how to use it effectively and appropriately.
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