The TDSIT Blog

Change Your Business for the Better with Color Printing!

Posted by Tim Stanley on Thu, Jan 07, 2016 @ 01:54 PM


Running a business today means working to find ways to get things done better and faster. Cost cutting, increasing employee productivity, positioning your product and communicating your message takes time and effort. 

Color printing can change your business and transform your marketing while positively impacting your company’s bottom line.

Facts About Color Printing

Studies have shown that businesses can achieve measurable results simply by printing business documents in color. Color can increase a reader’s interest in your message, reinforce your brand, and enhance information retention.

Here are some other benefits to color printing:

            • Increases readership by 80%

            • Make your message 39% more memorable

            • Printing your phone number in color increases phone contact by 44%

            • Increase direct mail open and read rates by 55%

            • Help readers locate key information 70% faster

            • Increase payment response up to 30%

            • Increase sales, motivation and brand recognition by 80%

Color printing motivates customers, has a positive impact on employee morale and productivity and can change your business for the better!

Are You Using Color Printing?

The fact is, most business owners don’t realize that color printing can be affordable. They view color print as a luxury.

Xerox is bringing affordable color printing to businesses like yours with machines like the WorkCentre 6505.  The 6505 will help you ramp up your color output without disrupting your day-to-day workflows and processes. The 6505 makes it possible to bring outsourced printing back home to save you money and give you better control over your marketing materials and production pieces.

Contact us today and we'll show you how color printing can transform your business.

Tags: office solutions, color printer, Total Document Solutions, color printing, Small Medium business, color documents

Manage Your Color Print For Cost Savings

Posted by Tim Stanley on Wed, Mar 25, 2015 @ 10:22 AM

manage color print costsThe office print environment is often the last unaudited department in many businesses. The lack of even the most basic controls can be costing your business significant money. Think about it, anyone with a mouse is making a buying decision every time they print a document in color rather than black and white. Color prints are expensive, ranging from 10 to 80 cents per page depending on the output device.

Implementing controls can lower your cost, reduce waste, and save money. Here are four steps to take that will get your print environment under control.

1. Create a Formal Print Policy - Studies have shown that merely mentioning the implementation of a print monitoring policy can reduce unnecessary color printing by as much as 10 percent! Set up simple rules like always printing two-sided documents, or assigning color print on an as needed basis to your lowest cost device can offer immediate cost savings.

2. Reset Printer Defaults - Your print driver can save you money! Resetting your printer default to print two-sided documents takes just a few seconds and can cut your paper use in half! Setting the default to print only black and white can save on expensive color toner. You can dive deeper and set protocols for specific documents like email, PDFs, and PowerPoint slides as well.

3. Put A Managed Print Program In Place - A Managed Print Program is technology driven – it utilizes software that allows you to set restrictions on both device and user protocols. This step alone can reduce waste by up to 30 percent. Restricting color print for several key employees, for example, will save you money and less waste means better sustainability!

4. Use Predominantly Monochrome or Black and White Devices - The fact is, most of your employees don’t need to print color documents. Restrict color to one low cost device and implement strict user controls. Making the majority of your printing devices black and white will lower toner costs significantly. Remember, black and white requires one cartridge, while color print requires four or more. You’ll save money on toner and use less supplies.

These four simple steps will cut waste, reduce consumable use and save you money. If you would like even more great ideas, consider consulting a professional Managed Print Services provider for solutions to get your print environment under control. Implementing print controls is a smart business decision that will translate directly into bottom-line savings for your business!

To find out how much your business spends on print, click here for your free print assessment: 

Print Assessment

Tags: managed print services, controlling office print, color printing, Rules based printing

4 Ways to Help Lower Color Printing Costs in Your Office

Posted by Tim Stanley on Wed, Oct 16, 2013 @ 11:09 AM

 TDS lower costs

Internal office expenses can sometimes exceed their budget, printing costs being one of the biggest culprits. However, there are ways you can easily lower your printing costs without having to sacrifice so much of your print jobs, toner, or even the fluidity of printing during the daily responsibilities of the office. In fact, there are four ways that not only help lower costs but also ensure that your office is working at a much more efficient pace when it comes to their printing tasks.

    1.  Inter-Office Printing Policies. Most major offices have a set of rules that need to be adhered to when it comes to printing, such as printing with two-sided paper, not using so much color toner, and other such policies. This is because even the mere talk of a printing policy can significantly reduce unneeded printing jobs, not to mention the 10% you'll be saving with color printing.

    2.  Include Defaults on Print Drivers. Speaking of policies that include printing on two-sided paper or only in black and white, these things can actually be turned into default settings on all of the office computers and devices connected to the printer. Not only does it help when a policy might already be put in place but it also lowers the cost of accidental prints.

    3.  Create a Managed Print Program. This is different than a print policy and default settings in that there is a theory behind it and a structured organization on top of technology ensuring all print jobs are within reason. A Managed Print Program can also help an office become even more environmentally friendly on top of lowering printing costs. In fact, you could see between a ten to 30% savings compared to your current costs with a proper Managed Print Program.

    4.  Monochrome is an Option. Another great way to get your printing jobs completed without the over-the-top costs is by printing in monochrome or using only black and white print devices. Monochrome is as legible as black and white or color and only requires one toner cartridge to work properly.

    Implementing just one of these tips can mean a whole world's difference in your printing costs and print device budgeting. Utilizing all four in some capacity will see marked improvements in your costs and help your business save money every month.

    To find out how much your business spends on print, click here for your free print assessment: 

    Print Assessment

    Tags: control print costs, save money on print, color printing, print costs

    Controlling Color Print Costs

    Posted by Tim Stanley on Thu, Jul 12, 2012 @ 11:10 AM

    Controlling Color

    There's a gaggle of benefits with color printing: increased brand awareness, more effective presentation, marketing and sales material, and of course triplicate copies of your employees' children's 30-page thesis project. OK, so we snuck that last one in, but the truth is that with an unmanaged print environment you can't get the good without the bad.

An unmanaged print environment means giving your employees license to run wild with color printing. And while most of them will use it with reasonable caution, they are still not aware of the high costs of color printing on a company-wide scale. Each time they hit print they are charging 5 to 50 cents to the company, which is a major cost when you consider the average office worker prints 10,000 pages a year (although, thankfully, not all of those are color!). Print budgets are so large in fact that they are in the top 5 business expenses, along with rent, communication, payroll and utility costs.

    If you're one of the many companies looking to cut costs while getting a stronger understanding and hold on their print environment, you're not alone, there is a movement of like-minded people like you—the Managed Print Services movement. This latest trend in print management means achieving cost savings through a greater understanding, management and control of your print environment.

    There are a myriad of ways to better manage your color print environment and control its associated costs:

    User Restrictions

    There are easy-to-install software programs that will control users color printing privileges, assigning privileges to some, denying to others, limiting many. Assign values to each department and job role, and place color-prints-per-month restrictions on most employees. 

    Track Use

    While tracking color printing doesn't seem like an effective cost-cutting strategy, you would be surprise how far a little knowledge would go. Knowing is the first step to cutting, but tracking use isn't solely about knowledge, it's also about letting your users know that you're keeping tabs. A simple mention that color printing will be monitored is enough to reduce color printing costs by at least 10%.


Use Defaults

    The simplicity of this tip is mind blowing: set your printer default to black-and-white printing. This will force users to intentionally set color print jobs—giving them just enough time to consider if it is really needed.

    Single-Page Printing

    Instead of having users print a single page for every image or text box, lump these multiple sources together and print them on a single page. 
 Users won't innately control their behavior without having some type of policy to guide their choices. Instead of relying on user choice, create a print policy that defines usage protocol, detailing use by each department, role and/or user. 

    Research Procurement

    The bulk of color print expenses come from the costly cartridges, so ensure that they are being procured in the most efficient way possible. Research into bulk-purchasing agreements and incidental procurement process costs. If you're buying from a distributor, ensure that they are giving you the best service and deal possible. 

    Applying one of these strategies will help you reduce your color printing costs, while giving you a more in-depth understanding. Implementing more than one will compound those benefits.

    Click here to find out how much your color printing is actually costing your business today.

    Tags: controlling color printing costs, unmanaged business printing, color printing, color copier

    Color Printing: Tips For Adding Color To Your Business Documents

    Posted by Tim Stanley on Thu, Jun 28, 2012 @ 04:49 PM

    Create better business documents by adding colour 1

    Adding a little color to your world is more difficult than clicking your heels together Dorothy-style, buying a color printer and poof you've got a color printing environment. In the real world you've got to consider your technology options, evaluate your true color-printing needs and consider the added costs to your business. 

    We've outlined below three critical elements of color printing that will help you keep technology options, needs and costs in mind while you evaluate color printing solutions.

    Color printing technology choices would be easier if there were only two options. A triad of choices makes a decision more difficult to arrive at. Consider this: if I asked you what kind of ice cream you want, chocolate or vanilla, the choice is easy. But if I add a third option, say chocolate, vanilla or strawberry, you might have to hum and haw a little more. This is the same unfortunate effect that three printer choices have on consumers. But having all three laid out in front of you (along with their benefits and drawbacks) makes the choice significantly simpler: 

    1. Ink Jet Beeeeep bee bee bee bee beeeep. Ink Jet printers are responsible for the classic printer sound/rap that we grew up with. But despite our reminiscent attachment to this affordable and readily available technology, the prohibitive cost of its cartridges has been pushing it out of the corporate market. The technology of spraying ink onto the page from tiny nozzles makes decent quality color prints and can apply dense color coverage but isn't affordable for bigger jobs because unfortunately that quality and coverage will cost you, upwards of $2 per page. As a readily available and affordable technology with high-cost replacement consumables ink jet printers have thrived in homes and small business environments where volume doesn't exceed 250 pages a month.

    2. Laser Laser printing was all the rage in its day thanks to its high-tech print process of fusing dry toners with heat to create color print images. The process is efficient and quick. The cost is also a fraction that of ink jet color printing, at between just 5 cents to 50 cents per page. After the initial hoopla ended laser technology was considered wasteful for a time, since laser cartridges needed to be replaced regularly to maintain efficiency. This technology however continues to be popular in larger corporate and commercial spaces though thanks to the high availability of cartridge recycling programs that reduce waste.

    3. Solid Ink Solid ink color printing is the newest technology on the scene and is highly sought after thanks to its clean, mess-less printing. This technology offered solely by Xerox has replaced bulky, dirty ink cartridges with a wax that won't come off on your hands or clothes. Another major selling feature is that it is the only 'green' option (it reduces waste by 90%). The real selling feature of solid ink technology though is the quality of its results. Solid ink color printing can produce prints that look like they were printed on a commercial machine or printing press—and it can do it for a fraction of the cost. This technology is beginning to take over the larger corporate space as companies replace their aging laser units.

    When it comes to choosing between ink jet, laser and solid ink printing technologies you will need to assess how much printing you do, how fast you need your print outs, how much your budget is and most importantly—how much you plan on spending on consumables over the coming years.

    Leveraging Color

    There are people who buy a color printer and make the best of it, and there are people who invest in color printing and leverage it. Be the latter. To be the latter you need to use color printing strategically, to enhance your company, its materials and its employees' abilities. Consider the following ways to leverage color printing:

    • Presentations & Proposals: while many companies are afraid to give color printing privileges to their staff in fear they would abuse it, presentations and proposals are two scenarios that are not abuse or overuse—they are the ideal uses. Nothing grabs the attention of your audience like stunning color copies in bold, statement-making colors. Use color in presentations and proposals to accentuate critical points and differentiate between similar, yet important data. Studies have shown that proper use of color can increase your readership by 40% and improve reader comprehension by 73%.
    • Invoices: Want to get paid faster? Then print your invoices with color. Companies that highlight key information on their invoices with color receive payment on invoices quicker than with black-and-white invoices.
    • Graphics and Advertisements: the whole point of an ad, graphic or logo is to get them seen. And since color is eye-catching you should be leveraging it so that your ads, graphics and logos get the attention they deserve. Studies have shown that using color increases recognition of your brand by up to 80%. Also, color ads are read 42% more often than identical black-and-white ads.

    These stats from Why Color Matters give you food for thought on what value color brings to your business versus how expensive the technology is; remember, color printing might be more expensive than black & white printing—but it can pay off in tangible and intangible ways. 

    If you decide that investing in color IS right for your business, first evaluate your needs then weigh all your options and their benefits with the cost of the solution. Another thing to do before you decide on whether color printing is for you is to read our next blog, which will give you important tips on how to control your color print costs. 

    Tags: color printer, color printing, color documents