Tips to Find the Hidden Savings in Your Print Environment

Even though printing is an integral component of most businesses, it is often overlooked as a source of savings. Due to the complex nature of evaluating actual print costs, it may not seem worth the effort, but the reality is an unmanaged print environment can wind up costing your organization thousands of dollars that could better be spent in other areas. Read on to learn where to look for these hidden print costs, and what you can do to to start saving today.
1. Energy usage – Inflated energy bills can result from a number of issues, including:

Printers that are past their prime and should be replaced with more energy-efficient, EnergyStar rated equipment.
Low volume printers that are frequently being utilized for large print jobs.

2. Equipment overload. In an effort to save money, users may purchase inexpensive standalone units, when more energy-efficient multifunction devices can replace several devices.

3. Maintenance and repairs. Relying on IT personnel to fix your printer issues is a waste of valuable resources. A Managed Print Services provider can look after all your repair and maintenance needs, freeing IT personnel to focus on more important issues.

4. Unnecessary waste. Reset default printer settings to black and white only, double-sided print, to reduce waste.

5. Ineffective placement. Putting the right type of printer in a strategic location will prevent bottlenecks and lost productivity from repairs resulting from overuse.

6. Printer supplies. Mismanagement of supplies can lead to waste or theft, placing an unnecessary strain on your print budget.

7. Hardware. It’s important to consider the lifetime cost of a printer including associated supplies, instead of buying the unit based on a lower initial cost.
Regaining control over your print environment is just a phone call away—partnering with a Managed Print Services provider will relieve you of the burden of managing your […]

How Your Business Can Benefit From Rules-Based Printing

Applying rules to everyday business functions can improve productivity and decrease costs. One area that can enjoy dramatic improvements by applying this rules-based methodology is printing. Rules-based printing can save your small-to-medium sized business up to 30% per year in energy, supplies and productivity.

To get started, here are three simple steps:

Inventory current printers – This includes shared printers and personal desktop printers. Take note of the age and manufacturer of each. You will also want to understand the quality and speed of printing for each machine.
Calculate your current expenses – For each printer calculate how much money is spent on paper, toner and maintenance. If you use multiple vendors, include all the expenses associated with them, and consider if you could negotiate a better deal by consolidating to one vendor. Calculating the costs per printer will help you identify the most cost-efficient printers in your office.
Evaluate current print rules and construct new rules to reduce costs – Some topics to consider include:

Reducing or restricting colour printing by user or department.
Using the most efficient printer for large jobs
Changing default settings to black and white, double-sided printing

A Managed Print Services provider can guide you to a rule-based system that can help get you on the right track quickly. With rules-based printing, every employee can contribute to the cost-saving measures efficient printing brings to your company.

Print Assessments Can Uncover Hidden Costs

If you are concerned about controlling operating costs in your organization – and who isn’t? – you may be overlooking some hidden costs in your print environment. The typical workplace print fleet is behind an eye-opening number of costs that are sometimes dismissed as just the “cost of doing business.”
According to The Paperless Project, “The average office worker continues to use a staggering 10,000 sheets of copy paper every year”.
At the same time, tons of hard copy ends up abandoned; never picked up, or filed away never to be used again. Considering the cost and waste of an inefficient print system, even the smallest SMB could be overpaying year over year.
Get the real picture
A professional print assessment is a beneficial undertaking for offices trying to trim costs.  A Managed Print Services (MPS) provider has the skill and experience to investigate and analyze a number of print-oriented issues:

Inventory and placement of all print devices
Usage by individual, department or organization
Energy consumption
Paper and toner waste
Actual per-page cost
Recycling efficiency and other green initiatives

Armed with this data, an MPS professional will give you a detailed, yet easy-to-understand, fact-based report pinpointing where waste is occurring in your print environment and how you can improve print output while reducing cost.
You may well find that fostering a digital document environment – where documents are securely scanned, shared and stored digitally – can dramatically reduce print costs while ensuring that all employees have immediate access to important documents. That’s something a filing cabinet can’t promise.
With the print assessment complete, an MPS provider can set up a better system addressing the unique needs of your business; whether that involves updating your print devices and software, training employees in printing best-practices or enhancing your green efforts to encourage sustainability.
Become more print-savvy
Talk to a Managed Print Services provider about a free, […]