Office printers, and related devices like copiers, fax machines and scanners, are assets that can be difficult to keep tabs on. Because these devices can be inexpensive and fairly simple to add to the network, machines are often added ad-hoc and are moved around the office as needed. When broken, they are usually replaced with an updated version of a similar model or whatever printer happens to be on sale. Organizations tend to replace devices with what they are familiar with, but that isn’t necessarily what they need.
However, printers and related devices are a substantial investment, requiring not only hardware, but costly consumables such as ink, toner, paper, maintenance and people resources to manage. Given these associated costs, one might reasonably assume that businesses would closely monitor their printer fleet and employee printing habits. However, 90 percent of companies have no idea what they currently spend on printing.[1] Until they fully understand their office printing infrastructure, businesses are likely to spend too much money on printing expenditures. They will also miss an opportunity to reap additional benefits such as increased employee productivity and reduced energy consumption. So how can businesses turn things around to their advantage? Develop and implement a company-wide printing strategy.
What goes into a printing strategy?
The biggest barrier to developing a company-wide printing strategy is determining who will take the lead. Generally it’s the IT, Finance, Purchasing, or Facilities departments working with a trusted solutions provider. Sometimes the CIO or CFO may also need to be involved in some decisions. Either way, developing a printing strategy involves taking inventory of every MFP (multi-function peripheral), printer, fax machine, scanner and copy machine throughout the company:
- Note the physical location of each machine
- Determine the volume each device is designed to handle
- Determine the actual usage of each device
- Determine your the cost to operate the current fleet
The next step is to survey employees about their printing habits by asking:
- Which machines do you use?
- How much do you print/fax/scan/copy?
- What types of documents do you print?
- Do you have a need to print in color and why?
This information will create a solid foundation for understanding how the business can optimize their office printing fleet and how to create a more cost effective office printing strategy. Meaning, IT managers can choose to move devices to where they are most useful, remove inefficient machines, replace single-function devices with multi-function devices or with more cost effective devices that can handle the print volume, and so forth.
Once you have the right devices in optimal locations, the next step is to implement “policies” that reinforce the organization’s printing strategy, such as default mono or duplex printing for greater efficiency. Policies can also indicate when it is appropriate to print in color, such as for client handouts, presentations or final marketing materials.
If sustainability is a goal for the company, an effective printing strategy can be a cost effective way and a major contributor to achieving those goals. Most new devices on the market are more energy efficient, holding ENERGY STAR (News - Alert) certification through the Environmental Protection Agency. Fewer devices using less energy, less ink and toner and less paper, just to name a few, all contribute to cost savings and help achieve sustainability goals.
The final stage in implementing a printing strategy is to consolidate all printing related expenditures for machines, ink, toner, maintenance and repair. This is the most tangible way to understand monthly printing costs and to see where further efficiencies can be made.
Conclusion
Printing devices are too big of an investment to be regarded as simply “plug and play.” Organizations need to look at not only the cost of the hardware, but the total cost of ownership over the life of the device. IT managers, CIOs and others throughout the organization need to consider whether each machine meets the needs of the employees who use them. In turn, employees need to be guided to print more efficiently, both to save money and reduce waste. If the task of developing a printing strategy seems daunting, businesses can take advantage of Managed Print Services (MPS) from a trusted provider who can optimize the office printing fleet for performance, initiate best practices, offer a single monthly invoice, and reduce printing costs by up to 30 percent.
[1] UBM Channel webinar titled, Managed Print Services: Are You Leaving Money on the Table?, presented on March 14, 2012.
Edited by Juliana Kenny