Receptionists are the backbone of any business. Your front desk staff answers phones (fielding questions and routing calls), schedule meetings, stock break rooms, sort mail, validate parking, reorder supplies, prepare presentation materials, troubleshoot office equipment, and so much more. Because they’re often filling gaps and helping other business units, it’s easy to forget that the front desk staff needs help too.
One of the easiest ways to make receptionist’s job easier is with managed print services. These services take over the most painful parts of printing, like monitoring resources, securing documents, tracking consumable costs, and maintaining equipment. With managed print services (MPS) in place, front desk workers can perform more efficiently and provide better support for your staff.
Duties of the Front Desk
The main duties listed in any receptionist job description are typically to greet visitors, answer questions, and direct emails and phone calls to the proper department. According to the U.S. Department of Labor’s Bureau of Labor Statistics Occupational Outlook Handbook, there are 1,101,500 receptionist jobs in the United States, and the profession is projected to grow by 5% from 2018 to 2028.
Healthcare and social assistance businesses are the largest employers of receptionists, at 46%, followed by professional/scientific/technical services (10%) and personal care services (6%).
This is separate from the 3,786,800 secretaries and administrative assistants, but receptionist often play a similar role in the office. Businesses often use the two interchangeably. Essentially, front desk team members are the assistants to the administrative assistants, along with every other employee and guest in the building.
Although receptionists work as part of the team, their main duties are still to man the front desk. This creates issues where a receptionist may have to choose between leaving the front desk empty or leaving a printed document on the print tray. This may seem like a simple problem, but it’s actually a major security concern.
Breaching Security in Printers
According to Hewlett Packard’s State of Printer Security report, less than 2% of business printers are secure. This is concerning when you consider that today’s printers are 68% more likely to be breached externally and 118% more likely to be breached internally.
Today’s office equipment is more high-tech than ever, and malware no longer needs to be installed on a computer. It can be installed directly on a printer, which compromises your entire business network the same way as it would on a computer. Yet HP found only 52% of IT professionals worldwide include printers in their security policies.
Most states have data security laws that apply to both public and private sectors. Some industries have even stricter laws in place, such as HIPAA for healthcare businesses. In a digitized environment where electronic health records, X-rays, lab results, and other personal information is accessible, data security is a top priority.
Something as simple as printing a patient’s medical information and leaving it on a print tray unguarded can result in a violation. Fines for HIPAA violations range from $100 to $50,000 per violation, and each record exposed is considered one violation. So, if you leave 12 patient records unguarded in one print job, you’re actually at risk of committing 12 violations. It quickly gets expensive.
Automate Your Front Desk with MPS
Instead of forcing front desk staff to choose between guarding office equipment and greeting guests, managed print services put a level of security in place. We analyze your current printing environment and habits to determine the best strategy to protect your business. From there, we remote monitor printing in real-time to track resource usage, reorder supplies, and proactively pinpoint issues before they arise.
On top of the latest automated tools, we also have a dedicated staff of technicians that’s available around the clock to answer any questions and troubleshoot problems that arise. Using MPS saves both time and money by keeping an eye on your office equipment while your receptionists keep an eye on the front desk.
With managed print services in place, you’ll not only decrease waste, but you provide an extra layer of security to your business. Both your office equipment and staff will always be stocked and ready to take on the challenges your business faces today.
Contact us today to find out how managed print services can transform your front desk to reach peak efficiency and put a brighter face on your company.