How a business can cut overhead costs by reducing printing and copying expenses

If you consider all the printing devices in a business organization, it will help you realize how far we still are from the promise of a paperless office. Due to convenience, necessity and preference, a major section of employees still uses copiers, fax machines and printers. Some printing devices are available on a shared network, while others function individually. This can easily create a chaotic supply and maintenance system. In addition to this, it also results in added expenses, reduced productivity and cramped efficiency. Print management services can help small business organizations reduce printing and copying expenses. These services can help small and mid-sized corporations control excessive printing costs, including cost of toner, printers, paper, additional hardware, power consumption and maintenance services. According to research, managed printing services can reduce printing costs by almost 30%. These services can be customized according to your specific business needs. Print management is a problem-free, flexible way to procure printing supplies, hardware, support and services in a single bundled and convenient contract.

Getting Started with Print Management

Basically, print management begins with a thorough assessment of your organization’s printing environment. An audit will analyze and document your organization’s usage patterns to understand certain areas which are inefficient in managing printing expenses. If an audit is done properly, it can provide valuable information regarding your printing costs. It can also give details about the type of printers in your office, users, locations, services and supplies required by each printer. Moreover, an audit also suggests different ways to maximize productivity and minimize costs. Print management services can determine the number of ink cartridges and toners your organization would require over the contract period. These services can also suggest a perfect mix of different printer types to meet the specific business needs of your organization, while utilizing minimum resources.

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By liz west under CC BY 2.0


Consolidation is Critical to Cut Costs

Consolidation is not just about eliminating high-cost and redundant devices from your organization. For instance, in some departments, it is better to use multi-functional devices rather than using single units. Consolidation also helps in eliminating wasted paper or other supplies. On the other hand, consolidation helps in reducing printing power consumption by almost 40%. It also increases security and makes it difficult to print, fax or copy potentially sensitive information. Business organizations functioning in multiple locations can use consolidation for managing high-cost printing and making the most of color printers. These organizations are also able to reduce total printing volume and save a lot of money on ink and paper. Last but not the least, consolidation will make sure that your IT staff is more involved with printing infrastructure. This ensures a much higher level of control.

Efficient Printers

Print management services focus on new printing technologies and their role in reducing costs and maximizing productivity. These services make sure you don’t exclude new printing technologies because of budget constraints. With new and efficient printers, you can easily recover your costs and deliver significant savings in the long term. They are the perfect solution to cut overhead costs by reducing printing expenses.

By Mark Tomlin

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