The Hidden Costs of Printing and How to Reduce Them

Printing Cost SavingsLast week we Tweeted about the hidden costs of printing, so we thought we would highlight the common issues and how Mirus can help you achieve some of the performance efficiencies and cost savings through a better printer set-up.

 

What are the Challenges with Office Printing?

 

1. The Myth of a Paperless Office

For many businesses this is simply not achievable, and it is reported that only about 25% of businesses have any sort of plan in place to reduce paper printing and its’ therefore questionable whether employees are actually motivated or monitored to achieve a sparing attitude towards sensible printing.

2. Colour Printing

Simply hikes up costs where it is not necessary, especially if your corporate identity on your internal documentation is colour-heavy.

3. Personal Printing in the Office

It is not uncommon to find many employees use the business printer for personal use, in fact it is reported that 79% do this, often believing that overtime entitles to them to such ‘perks’.

4. Ageing Machines

If you've been put off replacing printers, the real costs may be more than you think. Especially if using machines from multiple vendors, as performance drops on ageing machines, the time to fix and the array of consumables needed can create an unmanageable scenario over time.

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Did you know?

  • 92% of employees carry out printing on a daily basis
  • 45% regularly print more than 10 pages a day
  • 15% print out more than 50 pages or more on a daily basis

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What are the Solutions to Managing Printing Costs?

 

 

1. Consider a Managed Print Solution

'Managed Print' is essentially a service-based approach to buying printers, supplies and an all-in maintenance package, that regulates monthly costs and reduces CAPEX investments.

In terms of the challenges above, Managed Print agreements let you monitor and analyse the print consumption actually happening in your offices. Usage reports highlight problem areas in locations, teams or individuals that can be addressed through the adoption of internal print policies. If needed, caps and restrictions can even be enforced to ensure acceptable levels of printing are not exceeded. Settings can even be applied to automate stock orders, e.g. when ink or toner is running low, new supplies are automatically sent out meaning your users are not delayed when stock has run out.

2. Start a Printing Policy

It doesn't need to be complex – get started with these simple suggestions:

  • Your IT administrator can set double sided printing as default
  • Grey scale (non colour) printing can also be set to the default
  • Assign the simple task of switching the printers off at night

3. Use Multi-Function Devices

Multi Function DeviceMDFs use less energy as fewer machines are using power and also facilitate paper-free document control, such as fax to email. The totally paperless approach may be difficult to achieve, however, all efforts toward this mean fewer chances of confidential or sensitive documents left lying around the office. These devices often support secure print, allowing users to protect material with a pin code.

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The Benefits of Managed Print

  • CAPEX Costs savings per device
  • Predictable running costs
  • Consistency of manufacturer and consumables
  • Usage control and visibility
  • Setting and policies to automate maintenance
  • Centralised smartphones and wireless device connections

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While many businesses are meticulous about saving money, is this an area that you might have overlooked?

Talk to a Mirus Managed Print representative today to find out how you can save money with improved document management techniques.

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Sources: OKI Research via ITProPortal