Five steps to optimize your company's printing environment
Printing and document management is an essential part of any company’s operations. Many companies around the world are operating in such a manner that only one of the duo of productivity and low cost are achievable. Print optimization is the solution to these problems.
Your guide towards an optimized corporate printing environment
As a business owner, you must indulge in managed print services. It can save 10% - 30% of printing costs within an organization.
Conduct audits for document management
Document management costs make up a good portion of the monthly budget of any company. Costs associated with document management include ink and paper costs, lease of printing and scanning machines, and electricity costs associated with them.
The direct costs of all these things must be calculated. These sum up to a great total in every office, although they are insignificant. When companies keep them in check, the costs reduce by a significant percentage.
There are some companies which help organizations with print audit and analysis. They also provide solutions for optimizing printing costs.
Standardize printing practices
Study your company’s printing requirements and sit together with your team to devise a strategy to save money. Strategize the usage of paper and ink. Replace harmful inks with environmentally sustainable ones. Encourage responsible usage of printing devices among team members.
Monitor performance of machines
When machines go rogue, they lose their efficiency. If a few machines are not working properly, other machines get overburdened. Some machines are simply wasting electric power and not providing good services. Such machines need service or a replacement.
Gain control
Keep track of pages printed with each device. Find out how many printers are operating within the premises of the company? Are all of these required for operations? Are they being used for the best interest of the company? All of this must be figured out with audit and analysis
Place cost-effective devices for higher printing needs
Older machines have higher electricity consumption requirements. Whereas in some parts of an organization are already document-intensive, they need better printing efficiency. In such part of the company, you must engage with companies providing the best and cost-effective devices, e.g., Xerox multifunction office printers. Such devices help reduce printing costs and eventually help optimize the printing environment.
Are you planning on optimizing your company’s printing environment?
Like all prudent business owners, you must engage with a reputable company for optimizing the print environment. Many companies provide print analysis & audits, and managed printing services. These companies can reduce your costs as well as the negative influence of your printing practices on the environment. Hence, it is your chance to become a responsible citizen.
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