Here’s an uncomfortable truth: buying the best MFDs in the world won’t make much difference if they’re being used inefficiently. And that’s where printer placement really matters. If you’ve ever worked in a large office, with your desk at one end and the printer at the other, you’ll know how important device location can be. Having staff from multiple departments clock up hundreds of steps a day (or worse, crowding around the MFD waiting for their documents) is bad for workflow. And bad for business.
So where should printers be placed? And when it comes to security does it matter how you configure your network printers? Let’s roll out the floor plans and take a look at the factors that make a printer’s physical location important.
Optimized network performance
There are two parts to this one. The first is signal strength. Most offices are running wireless, cloud-connected printers these days, and the distance of those printers from your WIFI router will affect signal strength. This can lead to intermittent connectivity and slower print jobs.
The second part is bandwidth and traffic management. Placing your network printer right next to your server rack can lead to network congestion. That’s why it’s often a good idea to run VLANs to segment network traffic – you’ve got a better chance at lowering your latency.
In an ideal office, you want at least a few feet between your printer and router. This will boost signal strength, without the risk of electromagnetic interference, or frequency congestion.
Shrink latency
While we’re on the subject of latency, placing your printers closer to the primary users or departments will often help speed things up. That’s because the data packets have fewer hops to travel between the user’s device and the printer. Result? Faster print jobs all round. Placing printers next to high-use departments is also good for workflows and efficiency, which we’ll cover later.
Enhanced security
This will depend on your business and the nature of the stuff you’re printing. If you’re using your printer for non-sensitive or non-proprietary information, there’s usually no need to physically isolate the machines in a locked room – there are a range of technical and procedural ways to improve print security. On the other hand, if your organization is governed by industry-specific data privacy laws (like HIPAA or the GDPR) you may need a secure print room for compliance. Of course, there are plenty of ways to securely run MFDs in an open-plan office, too!
Reducing print costs
This is a big one. The physical placement of office printers is directly related to print efficiency, and print efficiency is directly related to costs. In other words, scattering MFDs all over your office with no thought, and no data to back you up, increases your risk of over-investment. With proper print management software, and visibility over your print network and user behavior, you can quickly see which printers are necessary – and which aren’t. Think about it: does the digital marketing department really need their own MFD?
User convenience and workflow efficiency
These two go hand-in-hand. It makes sense to place your printers close to the people who print all the time, right? That means users are wasting less time trekking all over the office, and more time getting on with important stuff. It also improves your workflow efficiency and helps to reduce printer bottlenecks. Again, this is where print management platforms can help: you’ll quickly be able to see which users and departments print the most, and then place your machines accordingly.
Ergonomic standards
When it comes to ergonomics and health and safety, you need to give some thought to your printer’s physical location and environment. An MFD that’s too low, up three flights of stairs, with trip-happy cables flying everywhere…yeah, that’s a workplace injury lawsuit waiting to happen.
The printer should be placed at a height that allows users to use it without reaching up, or bending down, and the floor around the printer should be free of cables or other obstacles. Make sure the control panel and paper trays are accessible without awkward stretching or bending, and don’t store heavy items or paper overhead – they could fall and injure someone.
Environmental considerations
When you’re choosing a device location, think about power and sustainability. The printer should be positioned close to a power outlet, to avoid dangerous extension cables running everywhere. You can also install surge protectors (to protect the machine) and timer switches (to conserve power when the device isn’t being used). Position your printer away from direct sunlight, dust, and excessive heat, as this will affect performance, and could lead to maintenance issues down the track. Ventilation is important too: don’t chuck your MFD in a server room with poor ventilation; you’ll be able to grow pineapples in that heat.
