NEWS! Syndi Seid has been named the “Business
and Social Etiquette Expert” for the national office
supply company website Staples.com. See her profile featured
in the August 2004 Staples Newsletter, or go to www.staples.com/bizservices/asktheexpert/syndi_bio.asp and “Ask The Expert” a question.
month’s Advanced Etiquette Tip is based on a
viewer question submitted through Staples.com and Syndi’s
Some of my colleagues tie up the printer by printing huge reports and spreadsheets.
It's inconvenient and sometimes it seems down right rude, but it’s
also part of work. Should I say something? What's the protocol on printer
who should replace the toner and paper when the machine
Most importantly, anyone sharing office equipment must use
it with the utmost respect, care, and courtesy, and also
be sensitive to the needs of others. Remember, if you expect
everyone with whom you work to clean up after themselves,
you must model that behavior yourself.
Consider instituting these guidelines for your shared printer:
Multiples. If you have a big print job, perhaps requiring
more than ten copies of more than five pages each, consider
printing one set and photocopying the rest. Photocopiers
are typically faster and less costly to operate than
printers. The efficient worker makes every effort to
plan ahead in sending large print jobs to the photocopy
department for duplication.
Around Others. If you must send a large job to the
printer, try to schedule it when your co-workers
go to lunch, or on a break, so you can complete your
Large Print Jobs. When you must complete a large job
during prime work time, break up the large job by printing
25 copies at a time, allowing co-workers to print their
work between sets. Overall, let small print jobs take
precedence over large print jobs.
Who Is In Charge. Designate an attendant, and have it
be part of their job responsibilities, to restock the
paper shelf and other equipment supplies, as needed,
and know who to contact when repairs are required.
a Supply System. Do your part in maintaining the supplies
needed to operate the machines. Decide as a group that
the printer should never be left empty of an ample supply
of paper in all bins, and that everyone understands the
system. As a reminder, mark the last ream of paper with
a large marking pen: "LAST REAM! Contact (name)
at (extension number) to restock shelf" and remind
everyone to contact the attendant when they open that
ream. Depending on the needs of your company, you may
want to mark the last two reams.
Basic Maintenance. Every person using shared equipment
should be trained on how to use it properly and to take
care of everyday situations, such as how to un-jam the
machine, replenish paper bins, and, as appropriate, replace
the toner cartridge.
the Machine Operable. If the machine stalls or jams,
or an indicator light appears, take time to undo the
jam, fix the problem, or alert the attendant before leaving
the machine. Never leave a machine in an inoperable state
without letting others know.
Wasting Paper. When using letterhead, colored paper,
or any other type of specialty paper, be sure to remove
all extra sheets before leaving the machine. Leave the
bins with an ample supply of plain white paper.
Keep It Clean. Avoid eating, drinking, or setting
food and drinks near the printer. Accidents can happen.
NOTE: If you would like an authorized FREE copy of the above
guidelines to post near your shared printer, please email
me at Info@AdvancedEtiquette.com and we'll be happy to
send you a copy, suitable for framing.
view our past Etiquette Tips of the Month, please choose
a topic below:
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