Because let's face it, businesses are busy, and there's always going to be something else that's more pressing than print strategy. But that doesn't mean it's not important. Not having a print strategy can cost businesses a lot of money, especially year over year.
Print costs can take up anywhere between 1-10 percent of an organization’s total revenue.Managed Print Services is a way for businesses to outsource the day-to-day services for their print fleet including copiers , and it can be customized to meet specific needs.
Here are the top six benefits of managed print services ...
MPS is capable of delivering advanced solutions. It's not just about focusing on your machines and usage. It's about your entire print environment. With MPS, we're able to:
Any network connectivity issues related to your print network are also part of your MPS program. Whether it's replaced and upgraded workstations or IP address changes for relocated equipment, we have the resources to ensure your print environment is unaffected by these changes.
IT departments really can't afford to troubleshoot printing issues or deal with break fixes. They have more critical projects and issues that they need to be focusing on.
MPS tracks printer use, allowing your provider to know when you're running low on toner or supplies or when you're in need of service. Supplies, on-site service and equipment replacement are covered in your MPS program with no additional charges or expenses.
Under MPS, you have access to experienced, technology savvy representatives during normal business hours. They will help you work through any printing, scanning, copying, faxing and basic network connectivity issues. Additionally, an effective help desk is equipped to help you work through and adjust to new or upgraded software on your equipment.
Putting a print strategy in place that effectively monitors and manages your fleet of equipment can provide your organization cost savings of up to 30 percent.
R&S MPS Assessment - Cost Worksheet |
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| In order for R&S to accurately present a cost savings analysis on your printing environment, we need to gather your current costs associated with all of your printing devices. Please specify an approximate amount that you’ve spent on the following items. | ||
| In the past 12 months, our Company has spent: | Quantity of Printers | |
| Rs 35500 | on ink purchases for DESKJET printers | 8 |
| Rs 558500 | on toner purchases for LASERJET printers | 13 |
| Rs 16000 | on PARTS (Ex: drum kits, fuser kits, etc.) | |
| Rs 34500 | on SERVICE CALLS related to printer issues | |
| Rs 640000 | on NEW EQUIPMENT purchases/leases | |
| RS 12,84,500 | Total amount spent in the last 12 months | Rs 5097 per printer per month |
| Rs 5,13,800 | Total Possible Savings over 1 year with R&S MPS Program @ 40% saving | Rs 24466 per printer |
| The true cost of your current print environment allows you to see how much is being spent on printing related costs. For most organizations, this number is much higher than expected. Implementing a Managed Print Services program generally offers cost savings of up to 40%. | ||
| This information is the first step toward developing a customized solution for your print environment - to begin improving efficiencies and reducing your overall spend. | ||
If you review your office supply bills, you may find that month after month, toner makes up a large portion of these expenses. There's no denying that toner is an expensive but necessary supply, but the fact is that many offices could improve how efficiently they use their printer toner. Below, we'll explore six ways that can better control your toner costs and lower your monthly spend.
You can save money by buying cartridges in bulk, opting for high-volume cartridges or, most effectively, by purchasing supplies through a print provider using a managed print agreement.
You might think that you'll go through the same amount of toner regardless of whether you have one large machine or several small ones. But, the more printing equipment you have, the higher your risk is for inefficient supply usage because of machine diversity. For example, one large machine, used by all employees, will more efficiently use its supplies than smaller machines used inconsistently by a few employees.
Additionally, personal printers tend to greatly increase the amount of toner an office uses, in part due to the fact that personal printers are less efficient, and in part because there is less accountability.
Again, working with a print provider can optimize your machine quantity and placement. A quality print provider will assess your printing needs and routines to determine the right amount of machines, as well as the size and placement for optimal equipment usage and supply replenishment.
As briefly discussed above, this printer variety issue arises if there are multiple printers and models in your office. When you have several different printer models, it's challenging to inventory correct quantities or streamline purchases because you are buying toners for several different types of printers, each requiring unique supplies. This makes it more difficult for the person who purchases supplies because it is challenging to anticipate when supplies will be needed for each printer in your fleet. This leads to larger supply inventory, which increases your monthly costs. Keeping your printing equipment relatively uniform will aid in your cost-saving initiatives by reducing the variety of supplies needed in stock. Print providers can assist you in streamlining your equipment variety and develop an effective printer toner supply replacement process. They can offer recommendations, as stated above, on machine quantity and placement, and through a Managed Print Services program they can monitor your usage and automate toner shipment when it is needed.
Another issue you may encounter with personal printers is employees ordering things "just in case," or grabbing toners from the most recent order and keeping them at their desk. A centralized printer and effective supply reorder strategy eliminates this issue, saving you money.
You can also address this issue by increasing accountability and designating one employee to approve and receive supply requests and place orders. For example, if personal printers are necessary in your office, you could have your key operator in charge of storing and reordering toner cartridges for the entire office or department.
Color printing is much more expensive than printing in black and white. Have your printing defaults set to grayscale so your printer automatically prints in black and white, and requires an override to print in color. This gives you some control in-house over printer toner usage. A print provider can enhance that control by monitoring your supply usage, by device, allowing you to observe how individual employees or departments are using supplies.
R&S WILL OFFER YOU A UNIQUE PLAN