The Importance of a Print Management Strategy

Rising overheads mean organisations have to find practical ways to reduced costs. Today, business leaders face the challenge of reducing either headcount or overhead expenses which can result in a negative impact on productivity and morale. However, one area that can enhance productivity and provide significant expense control is office printing.

Documents drive all business processes, which is why an average of 1-3% of a company’s annual revenues is consumed by document production. On top of growing costs, most companies have multiple vendors for print hardware, supplies and repairs and managing these relationships and multiple invoices can incur unnecessary costs. In fact most companies have no idea what they are spending on office printing because typically these costs are often hidden across multiple budget lines

A print management strategy allows control over these expenses by outsourcing the management of their fleet of printers by allowing you to have one supplier for your fleet and print management.

Productivity is also affected by an ineffective fleet and yet it is at the heart of every business! Inefficient, aging printers are prone to breakdown, hampering office effectiveness. The neglect of proper preventative maintenance not only leads to interrupted workflows, but also reduces the usable lifecycle of your printers.

IT Departments are often impacted by inefficient printing infrastructures as well. It is estimated that 50% of the help desk enquiries are related to printers. Often the issue is mechanical so therefore IT has to phone a third party to repair the device. So your expensive IT department are often distracted from business critical initiatives. However, if you had outsourced your printer management, it would help with your overall business costs.

Always room for improvement:

All of these impacts are reduced once a sensible managed print strategy is implemented.  Along with the financial benefits, your business will have a boost of productivity, your IT resources will be freed up and reassuringly you will be able to reduce your carbon footprint.

Manage Expenses: You cannot manage what you have not, or cannot measure! By implementing a managed print service, you understand what are spending. This visibility results in better control and prevents spiralling costs.

Minimise Carbon Footprint: Being proactive with your fleet of printers allows you to implement a strategy to reduce the carbon footprint of your company. Once you know what you’re spending, you are able to create initiatives for printing. You will also be able to reduce electricity by power saving measures on your systems. Also, by working with a company such as Mode, you will be able to review your fleet, perhaps even making redundant some old machines you have.

Improve Productivity: A well implemented print management strategy can boost your team’s productivity. Firstly, employees will have less distraction caused by broken printers or empty toners because your business will have a preventative maintenance service which will ensure that restocking of toner is automatic and that your fleet is operating correctly at all times. Also by working with Mode, you will be given the opportunity to review your fleet and upgrade should your needs require it

Free Up Your IT: Allow your IT department to focus on your core business initiatives without the distraction of your managed print services. IT resources are often the most costly for a business; therefore why allow them to become frustrated by fielding calls with printer issues.

Managed Print Strategy: Reap the benefits. Talk to Mode and discover how we can help you and your business flourish.

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This post was written by Anwen Haynes1

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