Print Management AU

Going Green Means Saving Money

Going green is a term that is being used quite a bit this day and age to describe a way of life for individuals and businesses that have become more conscious of the carbon footprint that we leave behind. As the science behind the movement becomes further solidified, more and more businesses are standing behind this trend not only to create a sustainable future, but also to cut costs in areas that were once overlooked. Business owners and employees will be surprised to learn that the techniques used to promote a green lifestyle also promote cutting costs and saving money.

In the past, creating a sustainable future was quite unheard of. Now that we have realised that our actions have a profound effect on future generations, we are becoming more careful than ever in how we conduct business and how we operate at the office. We have listed some easy ways that you can practice a green lifestyle at the office and cut costs while doing so.

The Pursuit of the Paperless Office

 It is estimated that less than 20% of all records that have traditionally been paper-based have been converted to electronic formats. For example, according to AdvancedMD.com, only 10% - 15% of medical records are handled electronically. This statistic is especially interesting since the term “paperless office” was coined over 30 years ago with the development of the personal computer. In today’s terms, we call the “paperless office” document imaging.

There are many things that are preventing us from making the shift to a paperless office. Some of the reasons you may find in your organisation can be as simple as your employees’ resistance to change or not having faith that technology will keep your documents safe and secure. Whatever your reason for resisting the move to a paperless environment may be, the bottom line is that it requires change to see the paperless office as a reality. Document imaging requires a fundamental shift in the way we do business.

The Pursuit of the Paperless Office

It is estimated that less than 20% of all records that have traditionally been paper-based have been converted to electronic formats. For example, according to AdvancedMD.com, only 10% - 15% of medical records are handled electronically. This statistic is especially interesting since the term “paperless office” was coined over 30 years ago with the development of the personal computer. In today’s terms, we call the “paperless office” document imaging.

There are many things that are preventing us from making the shift to a paperless office. Some of the reasons you may find in your organisation can be as simple as your employees’ resistance to change or not having faith that technology will keep your documents safe and secure. Whatever your reason for resisting the move to a paperless environment may be, the bottom line is that it requires change to see the paperless office as a reality. Document imaging requires a fundamental shift in the way we do business.

Print Management, Breaking it Down

 Most organisations underestimate the total cost of print production by as much as 50%. According to a recent Gartner Group study, organisations can spend as much as 3% of their total annual revenue on document output. Very often, those organisations will find that the majority of the output is from laser printers. Those costs range from toner and parts to service labor and network management. The real challenge is that most organisations do not understand how to measure or manage these costs. Without measurable controls in place to control these costs, positively affecting the bottom line is nearly impossible.

Managed print services, often referred to as print management or MPS, is a service that provides organisations with cost containment tools and strategies for print output. Gary Halperin, former CFO for IKON Office Solutions and Print, Inc. points out that, “MPS is a method for a customer to have their entire environment surrounding the management of output devices handled by one vendor [usually] under one agreement.” Managed print services provide certain service components for the end-user. Halperin continues by saying that end-users benefit by “right sizing their fleet of print devices in the right environments including networking, parts, service and all consumables.”

Cost Reduction in Print

 It is no doubt that documents are truly the key vehicle by which information flows through any organisation. Documents, whether electronic or paper-based, are critical to an organisation’s operation. Printing and reproducing those documents can be a very costly endeavor.

A recent InfoTrends market research study indicates that the output costs for printers and multi-function systems in an average company account for about 2% of that company’s annual revenue. If that same company takes into consideration all printing related costs such walking to the printer, finishing or delivering the printed document and storing the printed document, a company can spend as much as 6% of its annual revenue. To put that into perspective, a $10 million company can spend as much as $600,000 per year managing printing and print related processes.

Unmasking the True Cost of Printing

Even though an average of 2% of annual revenues are consumed with office printing, most companies have no idea how much they are spending to operate their fleet of laser printers. Most costs associated with printing go unaudited and most organisations spend far more in print reproduction than they realise.

Print reproduction is expensive. In fact, it might be more expensive than you realise. There are three keys areas of cost in print reproduction. They are toner and supplies, maintenance and inefficiencies in printer usage.

Advancements in Managed Print Services

 Over the last 10 years, many new tools have come to market that offer advantages to both office equipment dealers and their customers. Office equipment dealers have worked diligently to collect and manage the data from collection tools developed by companies such as Print Fleet, PrintAudit and FMAudit. Without these key technologies, management of these various print devices would be a very manual process and it would be difficult to realise cost benefits of effectively managing print devices on the network. With tools such as FMAudit’s Local Agent, even non-networked devices can be effectively managed remotely.

The challenge for office equipment dealers and print resellers is to be profitable while providing cost savings to their clients. The benefit of the technological advances of the last few years is that office equipment dealers and print resellers can automate most of the components of the management. The key areas of automation are consumable fulfillment, service call placement, remote management of devices and printer fleet redeployment. For example, because of the level of automation available, when a print device is low on toner, an email can be sent to the customer with a link to order more toner or, depending on the contract type, toner can even be automatically shipped.

Managed Print Services, A Basic Rundown

 Most organisations underestimate the total cost of print production by as much as 50%. According to a recent Gartner Group study, organisations can spend as much as 3% of their total annual revenue on document output. Very often, those organisations will find that the majority of the output is from laser printers. Those costs range from toner and parts to service labor and network management. The real challenge is that most organisations do not understand how to measure or manage these costs. Without measurable controls in place to control these costs, positively affecting the bottom line is nearly impossible.

Is a Cheap Printer Worth It?

When you are in the market for a new printing device, there are many things to consider before making a purchase decision. There are many options out there for different types of printers with various quality, speeds and functions. It is important to know what you are signing you and your employees up for when purchasing office equipment.

Some of the main things that would-be purchasers typically consider first are cost, quality, function and speed. While these features are indeed important, there are a few other considerations that are often overlooked. Many times, if low cost is a high priority for the new equipment, the following elements can be ignored in order to secure that important low initial cost.

Discover the True Value of Print Management

 There has been a significant amount of buzz in the industry surrounding Print Management programs and the many benefits that they offer a business. While it is easy to see that Print Management can significantly reduce the amount of in office printing that takes place within an organisation, there are many other benefits directly associated with implementing Print Management programs into businesses from any industry.

Print Management programs can cut your printing budget by up to a third, giving you back a significant portion of your annual budget that was otherwise wasted on unnecessary printing. Here are some of the other benefits of Print Management:

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