The TDSIT Blog

Uncover Printing's Hidden Costs

Posted by Tim Stanley on Thu, Nov 26, 2015 @ 02:25 PM


When you think about the cost of a printer it’s only natural to think of the purchase or lease price. But the other costs associated with your print environment – from materials to man-hours – definitely enter into the picture.

Is your print fleet paying off in performance and productivity – or is it a “hidden” budget drain?

To find out, consider these questions:

What are you spending in supplies? Naturally, toner is integral to your printers, but buying too much encourages waste and invites the opportunity of theft. A Managed Print Services (MPS) program includes careful monitoring of print usage, and delivers just-in-time supplies that will keep your staff productive.

Is every hard copy necessary? For virtually every business, the answer is most often “no.” Incredibly, according to The Paperless Project “45% of the paper printed in offices ends up trashed by the end of the day – this daily lifespan occurs for over a trillion sheets of paper per year, worldwide.” You’ll often find these “abandoned” hard copies scattered around the printer or dumped into a recycling bin. An MPS solution that includes digital documentation can dramatically reduce the need to make hard copies, saving paper and other resources.

Are “high print quality” and “color” your printer defaults? Toner is a valuable resource – and a pricy one – so saving it can drive down material cost. For everyday needs, most prints don’t require high quality or color. As well, printing on both sides of the page can save paper in the short and long run. An MPS program includes employee training on best practices for practical printing.

Is your equipment aligned to today’s mobile and cloud technology? A mobile printing solution ensures that employees can securely create, share and store documentation from virtually any location – again, boosting productivity.

Talk to an MPS provider today about how you can start boosting productivity and lowering your print costs.

cut print costs

Tags: managed print services, controlling office print, print assessment, controlling color printing costs, cost effective print, unmanaged business printing, paper to digital

The Surprising Cost of Inkjet Printers

Posted by Tim Stanley on Mon, Jun 29, 2015 @ 09:55 PM

cost of inkjet TDS

Take a look around your workplace. There is a very good chance that several of your employees will have a small inkjet printer in their offices to print the occasional document. It's common to see several inkjet printers in an office environment because they are inexpensive to purchase. That is, of course, until they run out of ink!

The average inkjet cartridge will supposedly print up to 500 pages; however, this estimation is assuming that you only use 5 percent page coverage, which is barely more than one paragraph. Since you're likely printing more than one paragraph of text on your pages, that means you'll be replacing that inkjet cartridge much faster than 500 prints.

Do you print graphics on occasion? Graphics require significantly more coverage, which will leave you needing to replace expensive inkjet cartridges even more frequently.

Printing in color uses ink from four different cartridges. This fact alone should make you think twice before choosing to print in color.

Aside from the hassle of having to frequently replace cartridges in an inkjet printer, the cost of doing so can be substantial. To put things into better perspective, a typical ounce of liquid ink for an inkjet printer is $32.99! That makes the cost of an inkjet replacement cartridge considerably more expensive than items that we know as luxuries such as Chanel No. 5 perfume ($22 per ounce) and Dom Perignon champagne ($4.54 per ounce). If you’re printing in color, your costs go up exponentially!  Color uses four or more cartridges to print.

If you’re concerned that your organization is spending too much money on printing, be sure to take advantage of our print assessment service.

Not only will we take a complete inventory of your printing equipment and note the activity for each printer, but we'll give you a breakdown of what you are actually paying in printing costs. This information can prove to be extremely powerful in determining a print strategy for your organization going forward.


Tags: printer ink, inkjet vs laser printer, inkjet printer toner, controlling color printing costs, cost effective print, save money on print, printer technology

Let's Talk Turkey: Common Office Printing Mistakes You Need to Avoid

Posted by Tim Stanley on Tue, Nov 25, 2014 @ 11:42 AM

Office Printing Mistakes

Office printing is a mundane task, requiring little more than the click of a mouse or the push of a button, but do you know how much each click is costing you? Most office workers focus their time and energy on what is on the paper, giving little or no thought to just how much they're printing, or how they're doing it. Print management solutions can help solve this problem quickly and easily, resulting in an immediate reduction in print costs and waste. The first step towards change, is performing a print assessment, and determining which of these common office printing mistakes are costing you money.

The Top 5 Most Expensive Office Printing Mistakes

Avoid these issues, with an effective print policy as part of your print management solutions. 

  1. Failing to recycle. Keep used print cartridges out of the landfill by keeping them out of the trash. Print management solutions that include recycling options can help reduce your environmental footprint, and are just as easy as recycling paper!

  2. Printing instead of scanning. Leave the decision to print a document up to the recipient; scanning your material and sending it as a digital document is a great way to save, and a more efficient way to share information. 

  3. Not reducing images. Cost estimates put forth by toner cartridge manufacturers are typically based on five percent page coverage. Graphic intensive documents such as color PowerPoint slides use much more product, and can send print costs through the roof. Print management solutions include printing several slides on one page, and in black and white vs. color. 

  4. Being too colorful. Color prints and copies can cost up to 10 times more than black and white; set your print driver settings to default to automatically print in black and white for instant savings.  

  5. Using all the toner. If you've ever gone to reach for the jug of milk only to find an empty carton, you can relate: if a user doesn't let anyone know the printer is out of toner, it affects everyone that attempts to print after them. Ask us about our complimentary software that can help you increase efficiency and reduce downtime by providing service and toner alerts.

The Solution

A print assessment of your current print costs and volumes, can help pinpoint the issues in your office and provide solutions, giving you something to be truly thankful for this holiday season. 

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

Print Assessment

Tags: office solutions, print assessment, controlling color printing costs, regulate printing

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