Setting Up a Printing Station for Co-Working Spaces in Anchorage

Creating an effective printing station in a co-working space requires more than just setting up your Canon copier-printer in Anchorage, AK, and stacking some print supplies nearby. It requires some careful planning and consideration of design and functionality. A reliable and well-equipped printing station fosters productivity and a supportive environment for team members, and the right space can make a big difference in employees’ daily workflows. Keep reading to learn what you’ll need to consider when designing your office’s print station—from hardware and software to accessibility and stocking supplies—to ensure your printing station becomes a productivity booster and not a workflow bottleneck.

Understanding the Role of Printing in Modern Offices

Despite the prevalence of digital documentation, printing remains a vital function in many office settings. Employees often need printed documents for presentations, contracts, client meetings, or creative projects; without an in-office print station, your employees will need to rely on external print shops, which is a major inconvenience, a wasteful time sink, and a drain on both company finances and employee productivity. Offering an effective printing station simplifies workflows and makes your employees’ jobs a lot easier—and that can even contribute to higher employee satisfaction.

Evaluating Employee Needs

Before you invest in any equipment, it’s important to assess the printing needs of your team members. Start by analyzing how much you think your team will print on a regular basis, what types of documents they’ll be printing, and what formats they’ll need. While some offices may only need standard, black-and-white document printing, others might require color printing, faxing capabilities, or even large-format printing.

It’s also worth assessing the current equipment you’re using in the office—namely, what devices your employees will be printing from. You’ll want to ensure compatibility with the computers being used in the office, and if your employees rely on their mobile devices for a lot of their work, you should also look for a printer that has mobile printing capabilities.

Considering Workspace and Layout

Additionally, consider the layout of your physical working space. Placing your printer in an out-of-the-way corner may seem like a smart choice, but it can turn your print station into a bottleneck and make it inconvenient for some departments to access it. If you’re going to have a single, large printer for the whole office, consider putting it in a central location, where most departments can access it easily.

If that’s not possible, several smaller print stations with medium-duty printers may be the better choice. This route also gives you the ability to customize the printer’s capabilities to each department’s print requirements. For example, the legal department might need a standard black-and-white printer while the marketing department needs a higher-end color printer for creating professional-looking graphics. Evaluate the pros and cons of each option to determine what’s right for your business.

Selecting Durable, Scalable Printers

When you’re ready to purchase your printer, commercial-grade multifunction printers are usually the best choice for an efficient office print station. Unlike entry-level or consumer-grade printers, commercial models are built to handle higher volumes of printing. They also include features like multiple paper drawers, automatic duplex printing, faster print speeds, and higher monthly duty cycles. These printers are designed to be reliable and efficient, even in a demanding office environment, so you can feel confident they won’t fail with consistent use.

When choosing a printer, look for specifications that match your expected usage—that’s where your assessment of your team’s printing needs comes into play. Print speeds of 25 to 35 pages per minute are usually enough for co-working spaces, but remember that higher speeds will always help to decrease wait times at the printer. If you need different paper sizes for different types of prints, make sure that you choose a printer with multiple paper drawers to avoid frequently changing out the paper or getting misprints on the wrong paper type.

Ensure the printer has both wired and wireless connections, and is able to integrate with cloud-printing solutions; both of these features will make your printer more reliable and more accessible to your employees, no matter where they may be working from. Features like scanning, copying, and faxing are standard for multifunction printers, but be sure to look into any additional functionalities you think you might need.

Buying or Leasing Your Equipment

You’ll also need to decide whether you want to buy or lease your printer. When making this decision, consider the long-term costs and maintenance responsibilities, in addition to the upfront costs. Leading may come with bundled service agreements that cover toner, repairs, and maintenance, which can simplify maintenance. Ownership offers more control and lower long-term costs, but has a higher upfront cost and gives you higher responsibility for the equipment’s upkeep.

Creating a Smooth Printing Experience

Once you’ve picked your printer and installed it in an ideal office location, it’s time to put it to use. To create a smooth experience for all your employees, start by sending an email with a link to download or update any required software for the printer. This will ensure everyone is set up properly for the first time they try to print. Make sure IT is available to provide support on the day this email goes out. You can also include written instructions for how to use the new printer’s various functions.

Set up the area around your printer to provide easy access to printing supplies, including the different types of paper your employees need, and extra ink or toner for rapid replacements when required. Cleaning supplies for the printer should also be on hand, so employees can deal with streaky scanner glass or other cleanliness issues easily.

Analytics and Cost Control

With built-in reporting and analytics, today’s copiers help organizations understand how their devices are being used and where any inefficiencies lie. These insights allow IT teams and office managers to identify high-volume users or departments, track color versus black-and-white printing, analyze usage patterns based on time of day, and detect unusual activity that could be a sign of misuse or security issues.

With this information, businesses can make decisions about print policies, supply orders, and device placement in the office. Some printers even integrate with accounting software to help you allocate costs to specific projects or departments for more accurate billing or budgeting.

Ready to Get Started?

Now that you know how to set up an effective print station, you’re ready to take the first step and begin assessing your print needs. Once that’s done, contact Arctic Office. We can help you find the right piece of equipment and order an office printer in Anchorage, AK, that fits your unique business needs, and set you on the right path for an efficient print station in your co-working space.