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

Print Assessment 101

Posted by Tim Stanley on Wed, Jul 22, 2015 @ 10:20 AM

print assessment

If you're looking for ways to reduce your office budget, but think you've exhausted every option, think again. The office print environment is an area where substantial savings can often be had. A Managed Print Services (MPS) provider can help starting with a detailed print assessment designed to identify where your money is being spent, opportunities to reduce costs, increase productivity and cut down on waste. 

What Is A Print Assessment?

A print assessment encompasses the monitoring of all print devices in your organization, over a set period of time. Once the information is gathered, a detailed report is presented, along with opportunities for improvement. Thanks to recent inroads in technology, software used to gather print data is quick, easy and accurate allowing businesses to gain an immediate understanding of their print network. 

What to Expect

Your print assessment may be carried out in a variety of ways, depending on the size and scope of your organization. Options include:

  • Walk About - For non-networked devices, or smaller operations, a walk around the office can yield significant results. By taking an inventory of all non-networked and networked devices, and running a configuration sheet at the start and end of the day, you can get an estimate of average daily print volumes. From there, volumes can be projected for a set period of time, and the necessary adjustments can be made. 
  • Deploying Print Assessment Software - For managers wishing to gain valuable insight into their actual cost of printing, print volumes and workflow, print assessment software can provide a more in-depth picture. 
  • Onsite Services - Perfect for large scale operations, businesses with multiple offices, or for those operating on an international level. A more in-depth assessment may be required, as bigger organizations tend to have less transparency in regards to expenses due to a fragmented print network. 

An MPS provider will work with you to improve and streamline your print environment. A print assessment is the first step in this process and one that can generate immediate savings. Most organizations view printing as a necessary cost of doing business, but left unmanaged, can result in inefficiency, overspending and unnecessary waste. Partnering with an experienced MPS provider, is the best way to avoid these pitfalls, leaving you more time and resources to put towards growing your business. 

For a no-obligation print environment assessment, contact us today.

Tags: managed service provider, document management, print assessment, cost effective print, document assessment, control print costs, printing costs

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

Reduce Print Costs with Xerox ConnectKey

Posted by Tim Stanley on Thu, Jun 27, 2013 @ 08:30 AM

Reduce print costs with xerox connectkey

The way your company prints is impacting your bottom line. It’s as simple as that. In fact, companies that don’t pay careful attention to their print environments are losing much more money than they realize as the cost for paper, toner and energy begin to add up. The good news? Xerox offers a solution called ConnectKey, cloud-based software that some Multifunction Printers come equipped with to save you time, effort—and money.

If you are in charge of your printers or print environment, you probably focus most on productivity. That’s smart. But looking for ways to do it more cost effectively as well is even smarter. When your multifunction printers are working with ConnectKey you get big advantages in area of cost savings.

How? Well several ConnectKey features come into play to save you money:

  • Who prints: Control over user permissions
  • How they print: Enforcing double sided
  • Toner amount: Limiting color printing
  • Print monitoring and management: knowing the users
  • Emailing print jobs to save on paper, and more

Let’s take a quick look at these features:

Controlling who prints

ConnectKey can give you full control of who uses your printers and when. It gives you detailed user permission options that let you specify which people or departments can print to specific printers from certain workstations. You can even control what print options are available should someone just walk up to a printer to use it on the spot. It’s secure too, as ConnectKey works with Cisco® TrustSec to provide complete visibility of all of the multifunction printers that are connected to ensure you stay on good terms with IT.  

Controlling the how

ConnectKey also has the capability to control how users print in order to save costs on paper and toner. For example, it makes all printers default to double sided printing automatically to use less paper throughout the workplace. (This is also good for the environment, but that’s another story for later.) You can also control the times that your printers can be used to avoid after hours printing, and more.

Less color printing

ConnectKey also saves costs on another vital resource: toner and ink costs. ConnectKey allows you to limit color printing or larger print jobs that require too much expensive color toner, paper and other resources. You also can adjust the amount of color printing depending on how much space the color takes up on the page. Or simply make all color logos black and white, etc. It gives you many options for saving.

Managing printing

With ConnectKey you can also track and manage your multifunction printers and devices for better accounting. And when you know just how much you are printing you can find ways to limit printing to save costs or justify investing in other devices, etc.

Emailing print jobs

With ConnectKey users can also have their jobs emailed directly to their workstation to keep everything flowing digitally without the use of physical resources. This increases productivity and saves time, too. And we all know time is money.

In short, reducing your printing costs is critical for your company to stay competitive, and ConnectKey gives you the innovative tools you need to have your workplace working more efficiently while controlling resources and costs.

Click here to find out how your business can save up to 30% on print costs in 30 days:

cut print costs

Tags: cost effective print, xerox connectkey, save money on print, environmentally friendly office, regulate printing

How Xerox ConnectKey is Changing the Way We Work

Posted by Tim Stanley on Thu, May 30, 2013 @ 08:30 AM

How Xerox ConnectKey is Changing the Way We Work

The way we work is constantly changing. Today’s workforce is requiring companies to adapt to new trends like bring your own device and telecommuting in the workplace. Employees need access 24/7/365 to data and services no matter when or where they are working. Xerox understands the way business gets done in our connected world. Their newest offering is called ConnectKey and it’s transforming business by streamlining the information management process.

ConnectKey is an integrated software package designed to increase productivity in the workplace. The new software system is embedded in Xerox multi-function printers and other multifunction electronic devices.  ConnectKey allows companies to store access convert and share data and documents easily and efficiently from any connected device, anywhere in the world, at anytime.

Convenience, Productivity and Security

Xerox, along with several third party developers, has released 16 new products and services for the ConnectKey platform with more to come. In this new environment, office printers and scanners have increased functionality and are controllable from any connected mobile device using any operating system. This allows your office to take advantage of the BYOD trend in today’s workplace. It means that your mobile workforce can have access to documents stored in the cloud and can share and collaborate on critical data with your staff from anywhere in the world.  Documents can be edited from any remote device then remotely printed in your office all through the cloud. This means that work can flow seamlessly from the road to your office increasing your employees productivity and saving your company both time and money in the process.

ConnectKey offers a full range of convenient easy to use productivity enhancing functions like:

• Universal Remote Control Panel – This control panel shows up on your desktop or device and allows complete control of all of ConnectKey’s functionality whether you’re working from your desk, or a client’s office.

• Remote Repair Capabilities – IT professionals can access your MFP remotely, which means less down time and fewer tech service calls and that saves your company both time and money.

• CentreWare – Allows control of all of your print devices centrally, not just Xerox devices. Create a complete remotely accessible network within your existing print environment.

• CRU – Customer replaceable units. Another time and money saving feature that means fewer service calls.

• Unified Address Book – email your contacts directly to the printer for complete unified access. No more searching your multiple devices for that lost email address.

Scan to PC – Instead of printing all documents for sharing and collaboration, scan to your PC in PDF format. Increase your company’s sustainability and use less paper.

• Automatic notification - Your printer will automatically send an email when your print job is done.

Xerox along with third party partners McAfee and Cisco, have embedded ConnectKey with enhanced security features designed to allow data to flow safely and securely to and from connected devices. No two companies work exactly alike. That’s why ConnectKey ships with an App Studio where users can develop their own customizable applications and work process supports. 

In today’s ever-changing business environment cost savings and enhanced productivity are the keys to surviving and thriving. With ConnectKey, Xerox has developed the tools to allow your company to meet the challenges of doing business in this tough economy. ConnectKey’s ease of use, and compatibility across operating systems and devices along with it’s enhanced security will free up your employee’s time and allow them to focus on other mission critical business like increasing sales.  Switching your business to ConnectKey is a smart business decision that will streamline your company’s business processes and directly impact your bottom-line.

Click here for your free e-book on how to make your office more environmentally friendly: 

green printing

Tags: cost effective print, xerox connectkey, save money on print, environmentally friendly office, regulate printing