Conquer Printing Chaos: Boost Efficiency and Save Costs with Smart SMB Solutions

Printers are essential tools for small and medium-sized businesses (SMBs), handling tasks ranging from creating business documents and high-quality reports to producing impactful marketing materials and meeting last-minute photocopy needs. However, without proper management, printing chaos can ensue.

Before we proceed, let's ask ourselves what is print chaos? Printing chaos refers to the disorganised and inefficient management of an organisation's printing resources, workflows and practices. It often manifests as unmonitored printing activities, uncontrolled costs, frequent printer downtime and wasted resources. Additionally, it can lead to workflow inefficiencies, security risks from unsecured devices and increased environmental impact due to excessive paper and ink use.

Many SMBs might not fully leverage advanced printer features and technologies that can streamline operations and eliminate this disarray. In this guide we will walk you through the key aspects of optimising your printing setup to conquer printing chaos. We’ll explore various printer types, essential features to consider and the technologies designed to simplify workflows. Additionally, we’ll highlight solutions to boost productivity, transforming your office printer from a basic office tool into a strategic asset that empowers your business to scale efficiently while maintaining control over costs and operations.

Optimising Office Printing: Minimising Print Chaos and Maximising Efficiency

Unmanaged printing can cause workflow delays, increased costs and unnecessary downtime. To keep operations running smoothly, businesses should adopt smart print management solutions. Key strategies include:

• Print Job Queues: Prioritise active tasks while temporarily shelving stalled jobs to prevent bottlenecks.


• Remote Troubleshooting & Assistance: Remote smart help or remote assistance where engineers can remotely support technical issues. Remote diagnostics is more for preventive measures to alert possible issues and resolve issues faster.


• Automated Backup & Device Setup Editors: Ensure seamless recovery by backing up printer settings in case of system failures.


• Efficient Resource Management: Avoid disruptions by setting up automated alerts for low paper or toner levels.

With these features, businesses can enhance productivity, reduce inefficiencies and maintain a cost-effective, hassle-free printing environment.

Smart Printing Technologies to Streamline Operations

The rise of automation and connectivity has transformed the role of printers in SMBs. Digital printers have technologies that simplify operations, including:

• Managed Print Services (MPS): FUJIFILM Business Innovation MPS provide SMBs with centralised control over all office printing tasks. This reduces unnecessary printing, optimises workflows and ensures cost transparency.


• Scan to Cloud and Digitised Workflows: Features like scan-to-cloud streamline document storage and sharing, allowing employees to access files remotely. Paired with efficient scanning capabilities, these workflows enhance productivity and support hybrid work environments.


• Mobile Printing Capabilities: Multifunction printers enable employees to print directly from smartphones or tablets. This flexibility is particularly useful for fast-paced businesses needing immediate access to photocopy and printing services.

Security Features to Safeguard Business Data

It is vital to prioritise printer security to protect sensitive data. While security may not always be top of mind for SMBs, neglecting it can expose the business to data breaches and unauthorised access.

• Network Security: Protects sensitive data during transmission through encryption and firewalls, preventing unauthorised access to printer systems.

Case Study: Enhancing Printer Security and Efficiency at Hotel Indigo with FUJIFILM Business Innovation's Cloud On-Demand Printing Solution

Hotel Indigo, a boutique hotel part of the InterContinental Hotel Group in Singapore, faced challenges in providing efficient and secure printing services for guests. Without a business centre, guests had to email or bring documents on thumb drives to the front desk, requiring staff assistance for printing. This process was not only time-consuming but also raised security concerns about the handling of sensitive information. To address these issues, Hotel Indigo turned to FUJIFILM Business Innovation’s Cloud On-Demand Print solution, which provided a secure and efficient way for guests to print documents. Guests could upload their files via a web portal and print them at a cloud-connected FUJIFILM Business Innovation device using a unique reference code, eliminating the need for staff intervention.

The adoption of this cloud printing solution resulted in several benefits for Hotel Indigo. Printing times were reduced by over 50%, improving operational efficiency, while guest satisfaction soared as they gained more control over the printing process. The solution also enhanced security, ensuring sensitive documents were only accessible by the guest and tracked with an audit trail. This shift to a secure, self-service system helped Hotel Indigo reduce operational costs, improve service delivery and offer a more secure and convenient experience for guests, setting the hotel apart in a competitive market.

Environmentally Conscious Practices for Cost-Effective Printing

SMBs today are increasingly focused on sustainability and printers can play a role in achieving reduced carbon emission goals.

• Energy-Efficient Printers: Choose models that optimise power consumption without compromising performance.


• Recycling Programs: Participate in manufacturer recycling initiatives for cartridges and devices to cut costs and reduce waste.


• Duplex & On-Demand Printing: Enable double-sided and print-on-demand settings to minimise paper usage.


• Controlled Colour Printing: Restrict colour printing access to necessary users or tasks to prevent excessive ink usage.


• Print Preview & Management: Use print preview features to avoid unnecessary prints and manage print jobs efficiently.

Features to Add-On to Unleash Your Printer’s Full Potential

To make the most of your printers, consider add-on features that go beyond basic functionality:

• Diagnostic Reports: Proactively monitor your office printer’s health to prevent downtime, especially during high-volume digital printing periods.


• Mobile Printing and App Integration: Pairing printers with dedicated apps allows seamless connectivity, improving flexibility and speeding up workflows.

Maximising your printer’s capabilities can drive efficiency, save costs and add value to your business operations. By understanding the different printer features, you can conquer your printing chaos, optimise your print environment, automate your workflow to boost productivity, creating a smoother workspace

Unlock your printer’s full potential. Discover the features of FUJIFILM Business Innovation printers and boost your productivity today!