Saving Money on Employee ID Badges
With the economic hardships not yet over, companies are still looking for ways to save money. One of the ways they can do this is by using the company printer to create ID badges for employees and visitors. They're easy to make and won't cost a fortune.
Step One: Make a Mockup.
A mockup is a quickly drawn design of how the ID badge is to look. Before coming up with a few designs, think about the items that can go on an ID badge:
Employee picture
Employee number
Employee title
Employee department
Bar code for time system (if such a system is used)
Business logo
Business address
Unique badge number
A simple employee ID badge will have the employee's name and the company's log on it. More complicated badges will contain all of the information in the aforementioned list. Usually, if the company's address is put on the badge, it is put on the back asking for it to be returned should it be found.
For ID badges that have more information on them than the employee's name and the company logo, it is a good idea to assign each badge with a unique badge number. These numbers should be put into a database to help track the badges and who they are assigned to. This is a security measure that helps keep track of who is responsible with their badges and who is not.
Once the information that is set for inclusion is chosen, it's time to do a rough design on paper. Most ID badges are approximately 2 1/2 inches by 4 inches. A rough mockup only has to have the space for each piece of information laid out. Once a layout is chosen, it's time to begin designing with computer software.
Step Two: Turn the Mockup into a Printable Design
Many offices use some sort of office productivity software. Usually, this is Microsoft Office, which comes with Microsoft Publisher. Other offices use other software brands, but the majority of those office suites come with a program like Publisher. They are used to create flyers, brochures and, in this case, ID badges. However, many find that simply using Word or an equivalent word processing program with draw features is just as suitable and easy to use.
If the software's document wizard doesn't include a paper size of 2 1/2 inches by 4 inches or whichever size was chosen during the mockup stage, then simply go with a full-size document. The image that is created can be tiled for printing later on. If special paper is chosen to print on, make sure the printer and the software have the proper drivers and printing options to accommodate the paper. It is often best to simply use regular or glossy 8 1/2 inch by 11 inch paper. Once the ID badges are printed, they can be cut down to the proper size for further processing.
If including employee photos, it is usually easier to take the photos prior to starting the design process. They can be cropped and saved with each employee's name or employee number in the file name for easy importation to the ID badge design. Once the main design is created, copy and paste it as many times as it will fit in a grid-like structure within the printable area of the document.
Once done, save this as a template. It is possible to place only one blank ID badge in each saved file, but this could drive costs up and defeat the purpose of making the ID badges in-house.
Step Three: Input Employee Information
As soon as the template is created, it is time to input the photos and all the information that is to be included on the badge. To make the saved ID badges easier to update in future, make the badges in alphabetical order by employee name, ordered by their unique badge numbers or ordered by employee numbers. In the case of Publisher or other similar software, it may be necessary to save multiple files.
If so, give them names that correspond to what information is in them or create another database that matches employees' names with the file that contains their badge. If using Word or other word processing software, one long document with all of the badges can be saved. Be aware that using this method may result in the document taking a while to load.
Step Four: Print, Cut and Assemble
Once all of the information is inputted, have one or more extra people proof the badges for mistakes. It wouldn't do to opt for creating ID badges to save money only to print out a bunch and find that mistakes that need correcting before the IDs can be used. After the badges are proofed, it is time to print.
There may not be enough employees about to lend a hand, but creating some sort of assembly line, even if manned by one person, is essential for organized badge creation. It is possible to use scissors to cut each badge away from the others, but a paper cutter is easier to use, and if an office doesn't already have one, they are not very expensive. The cost of a paper cutter can easily fit into a badge production budget.
A laminating machine is also required. These are a little more expensive buy, but they can be rented from many office supply stores too. Simply run the cut badges through the laminating machine. Once the laminating process is finished, use a hole-punch to put holes in them, and affix them to lanyards. Simple cord lanyards are very inexpensive and can be bought in company colors.
Depending on the number of employees, the entire project may take anywhere from an afternoon to a week to complete. However, when a printing service creates the same badges, the cost is generally four to 10 times as high as doing them in-office. The cost-savings far outweighs the time taken to make the badges.
While companies can save money by printing and producing their own employee id badges, it isn't always the best option. Visit Budget Badge for complete ID badge printing systems and supplies.
Step One: Make a Mockup.
A mockup is a quickly drawn design of how the ID badge is to look. Before coming up with a few designs, think about the items that can go on an ID badge:
Employee picture
Employee number
Employee title
Employee department
Bar code for time system (if such a system is used)
Business logo
Business address
Unique badge number
A simple employee ID badge will have the employee's name and the company's log on it. More complicated badges will contain all of the information in the aforementioned list. Usually, if the company's address is put on the badge, it is put on the back asking for it to be returned should it be found.
For ID badges that have more information on them than the employee's name and the company logo, it is a good idea to assign each badge with a unique badge number. These numbers should be put into a database to help track the badges and who they are assigned to. This is a security measure that helps keep track of who is responsible with their badges and who is not.
Once the information that is set for inclusion is chosen, it's time to do a rough design on paper. Most ID badges are approximately 2 1/2 inches by 4 inches. A rough mockup only has to have the space for each piece of information laid out. Once a layout is chosen, it's time to begin designing with computer software.
Step Two: Turn the Mockup into a Printable Design
Many offices use some sort of office productivity software. Usually, this is Microsoft Office, which comes with Microsoft Publisher. Other offices use other software brands, but the majority of those office suites come with a program like Publisher. They are used to create flyers, brochures and, in this case, ID badges. However, many find that simply using Word or an equivalent word processing program with draw features is just as suitable and easy to use.
If the software's document wizard doesn't include a paper size of 2 1/2 inches by 4 inches or whichever size was chosen during the mockup stage, then simply go with a full-size document. The image that is created can be tiled for printing later on. If special paper is chosen to print on, make sure the printer and the software have the proper drivers and printing options to accommodate the paper. It is often best to simply use regular or glossy 8 1/2 inch by 11 inch paper. Once the ID badges are printed, they can be cut down to the proper size for further processing.
If including employee photos, it is usually easier to take the photos prior to starting the design process. They can be cropped and saved with each employee's name or employee number in the file name for easy importation to the ID badge design. Once the main design is created, copy and paste it as many times as it will fit in a grid-like structure within the printable area of the document.
Once done, save this as a template. It is possible to place only one blank ID badge in each saved file, but this could drive costs up and defeat the purpose of making the ID badges in-house.
Step Three: Input Employee Information
As soon as the template is created, it is time to input the photos and all the information that is to be included on the badge. To make the saved ID badges easier to update in future, make the badges in alphabetical order by employee name, ordered by their unique badge numbers or ordered by employee numbers. In the case of Publisher or other similar software, it may be necessary to save multiple files.
If so, give them names that correspond to what information is in them or create another database that matches employees' names with the file that contains their badge. If using Word or other word processing software, one long document with all of the badges can be saved. Be aware that using this method may result in the document taking a while to load.
Step Four: Print, Cut and Assemble
Once all of the information is inputted, have one or more extra people proof the badges for mistakes. It wouldn't do to opt for creating ID badges to save money only to print out a bunch and find that mistakes that need correcting before the IDs can be used. After the badges are proofed, it is time to print.
There may not be enough employees about to lend a hand, but creating some sort of assembly line, even if manned by one person, is essential for organized badge creation. It is possible to use scissors to cut each badge away from the others, but a paper cutter is easier to use, and if an office doesn't already have one, they are not very expensive. The cost of a paper cutter can easily fit into a badge production budget.
A laminating machine is also required. These are a little more expensive buy, but they can be rented from many office supply stores too. Simply run the cut badges through the laminating machine. Once the laminating process is finished, use a hole-punch to put holes in them, and affix them to lanyards. Simple cord lanyards are very inexpensive and can be bought in company colors.
Depending on the number of employees, the entire project may take anywhere from an afternoon to a week to complete. However, when a printing service creates the same badges, the cost is generally four to 10 times as high as doing them in-office. The cost-savings far outweighs the time taken to make the badges.
While companies can save money by printing and producing their own employee id badges, it isn't always the best option. Visit Budget Badge for complete ID badge printing systems and supplies.
maerda - 30. Sep, 11:51
