Businesses are continuously looking to find ways to keep costs down. Keeping expenses down brings up profitability, which is top of mind for executives. Whether it be through staffing cuts, reducing supplies, limiting marketing efforts or changing physical spaces. One area that often gets overlooked is print environments. Examining and monitoring office equipment costs including waste, toner costs and service to maintain the equipment is key to keeping costs down. The potential to save money could be into the tens of thousands, depending on the print volume of your organization.
Calculating true print costs
Understanding what you are truly paying for when it comes to office equipment and or service management can be time consuming and or challenging. Check out this post on how to calculate costs.
#1 – Utilize Device Features to lower print costs
One of the easiest ways to monitor and reduce paper usage in the office is knowing how much, when, where and who is doing a lot of printing. Multifunction printers come with standard applications that help you do just that.
- User Tracking. Setting up in-device features that track output from team members can help prevent and or reduce printing or copying that is not intended for business use.
- Proper print set up. Prevent waste printing or copying by using preset functions such as black and white in the control panel. This could prevent over-consumption of the more costly colour toner.
#2 – Go more paperless to lower print costs
It’s logical to believe that an office can go paperless given advances in technology. However, it isn’t always practical. Moving to a cloud based program and transitioning all applications and processes can take upwards of a few years before being completely paperless. That requires a large investment of time, resources and money.
However, moving to less paper is possible. Consider looking at processes that require large amounts of paper output and reducing the process utilizing more digital based applications. This will help reduce paper output, thus impacting the bottom line and environment.
#3 – Use a managed print service provider to lower print costs
Utilizing an end-to-end solution for all your printing needs can save you money, time and resources. When your office equipment runs smoothly, your staff will be happy and you can focus on growing your business.
Com Pro’s managed print services takes care of everything from maintenance, repairs and consumables (except paper and staples). The flexible managed print service agreement offer the following benefits:
- Easy budgeting – clear and concise cost per copy and no hidden or unexpected fees
- Staff efficiency – free up their time to focus on what’s important with no need to order toner, call for general maintenance or grapple with technical issues
- Cost savings – reduce downtime, inefficient printing practices and emergency servicing costs
- Peace of mind – a 5 year replacement guarantee in the event the equipment is faulty
Contact Com Pro Managed Print Solutions for a comprehensive quote.