The TDSIT Blog

3 Scary Facts About Office Printing

Posted by Tim Stanley on Wed, Oct 29, 2014 @ 04:55 PM

halloween (1)The cost of doing business is continually on the rise, but while you may not have control over escalating prices, you do have control over your own office print behaviors. Failing to keep track of what is being printed and by whom, can be a costly mistake, but one that is easily corrected. Controlling office print, and taking back command of your budget, starts with a print assessment, to determine the true cost of printing in your office.

Three Scary Office Print Behaviors You'll Want to Avoid

  1. Hidden Costs. Around 40 percent of print supplies are obtained without prior approval, leading to several potential issues:

  • A variety of machines, purchased according to the immediate need and low price point, from big box retailers. 

  • Pricey consumables from a mix of manufacturers, leading to a large, unmanageable inventory.

  • The cost of these machines and their consumables may be hidden within departmental budgets, making it impossible to determine the cost of printing. 

  • Uncontrolled Spending. Controlling office print gives you back control over your budget. Without print rules in place, every employee with access to a printer is capable of unlimited spending at your expense. Color copies may cost as much as a dollar per unit depending on toner coverage, and that alone is a great reason to regain control over office print behaviors. 

  • Unnecessary Waste. Between 60 and 80 percent of used cartridges wind up in landfills each year, where they take over one thousand years to decompose. By implementing a formal recycling process, your office can cut costs and help the environment

  • A complimentary print assessment is quick and easy, and can help determine the true cost of printing in your office, and identify areas where you can start to save. Controlling office print can result in immediate savings, increasing your bottom line and leaving you more time to concentrate on what really matters - growing 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, managed service provider, controlling office print, environmentally friendly office

    Happy Earth Day from TDS - Get a Free Print Assessment

    Posted by Tim Stanley on Tue, Apr 15, 2014 @ 11:41 AM

    TDS earthday

    This year, April 22nd marks the 44th annual Earth Day celebration. Earth Day is the perfect opportunity to examine your company’s sustainability practices and begin to adopt new policies to help protect Mother Earth. 

    One of the easiest ways to move your company towards a green office environment is to examine your company’s print environment and policies. Today, the technology exists to go paperless in your office environment. Even if you're not prepared to go that far, auditing your company’s print environment can turn up some pretty shocking information that with a little planning can be monitored and turned around to help your workplace to become more sustainable.

    Did you know:

    • According to the Go Paperless website, the average office worker in North America prints 10,000 pages per year!

    •  According to MPS Insights the average lifespan of a printed document in today’s office is less than 5 minutes!

    • In the typical office, a single laser printer can generate 100 pounds of waste per year when paper, packaging and consumables are taken into account!

    These statistics are truly shocking when you consider the number of laser printers being used every single day in offices throughout North America. A recent report by Print Audit, a company that provides print management software found that in offices where workers simply believe that their printing habits are being monitored, print volume drops by an average of ten percent.

    It’s really easy to see how taking some simple steps in your workplace like eliminating unnecessary printers, or monitoring printer output can go a long way towards reducing operational costs and making your office more sustainable.  Taking simple steps like using the appropriate hardware or implementing a Managed Print strategy are two additional ways you can work to get your company’s print environment under control.

    One of the best ways to assess your company’s print environment and begin to get your costs under control is to undertake an audit of your company’s printing practices, policies, and hardware. Working with an MPS company is a great first step. They will come in and audit your print environment, often for no charge, and can offer easy to implement cost effective solutions like helping your company to go paperless that will help to make your business more sustainable.  It’s a smart business decision and a great way to celebrate Earth Day this year!

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

    green printing

    Tags: managed print services, print assessment, TDS, environmentally friendly office, Earth Day

    How “Sustainable” is the Office Printing in Your Company?

    Posted by Tim Stanley on Thu, Jan 16, 2014 @ 12:00 PM

     TDS sustainability

    Many businesses now realize the importance of sustainability and how it can benefit a company from a reputation and community standpoint as well as reducing overall corporate expenses.

    To promote sustainability in the workplace many companies have implemented a variety of environmentally friendly policies as well as instigated cost saving measures.  This is often received very well by employees and the community at large.  The company can benefit from being recognized as a good corporate citizen while also seeing expenses reduced.

    For print sustainability the Xerox ConnectKey solution provides substantial opportunities to “go green” while also saving on print operating expenses.  An additional benefit with the Xerox ConnectKey solution is improved office efficiency and productivity along with better security options.              

    The following are some of the print sustainability solutions offered through the Xerox ConnectKey series:

    •Monitors for printing utilize the Cisco EnergyWise technology to reduce energy consumption

    •Recommended Earth Smart printing rules are available as a standard including duplexing, no banners, and a green meter that measures your level of environmental impact

    •Better ink options using solid ink for ColorQube requires less packaging while also providing as much as 90% less waste than the traditional toner products

    •LED printing technology is more efficient than typical Xenon lamps and uses up to 1/3 less power

    •ConnectKey printers are Energy Star compliant so your company can realize overall energy savings when compared to other printers

    Xerox offers a comprehensive Environmental Asset Recovery Program (EARP) so that used printing supplies such as toner, ink cartridges, and other components can be easily returned to be remanufactured and recycled.  This provides a reduced carbon footprint for print supplies.  Reporting will provide information on your participation in the program and leveraging the Xerox Canada Eco Box you can easily send print supply items in bulk to be recycled or remanufactured.

    In addition to the sustainability advantages of Xerox ConnectKey companies can also realize more efficient printing capabilities such as automatically routing print jobs to the nearest available printer, utilizing the most efficient printer based on the type of print job, and greater security features to make sure the print jobs do not fall into the wrong hands.

    Today’s businesses need to not only focus on saving money but also on environmental awareness and ways to implement sustainability policies.  The Xerox ConnectKey family of solutions offers businesses a tremendous amount of flexibility and cost savings while also helping corporate environmental programs to take root and flourish.

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

    green printing


    Tags: sustainable office, sustainable, TDS, green office, environmentally friendly office

    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

    How to Attain an Environmentally Sustainable Office

    Posted by Tim Stanley on Thu, Apr 04, 2013 @ 08:30 AM

    How to Attain an Environmentally Sustainable Office

    With ConnectKey integrated into Xerox multifunction printers (MFPs), users can dramatically streamline the document process, consolidating and eliminating such separate hardware as the copier, printer, fax machine and scanner.

    ConnectKey uses cloud technology to enable mobile document uploading, sharing and printing from virtually any Internet-enabled location – all benefits that become immediately clear from a user standpoint.

    But another benefit isn’t as immediately clear. Xerox products with ConnectKey promote environmental sustainability thorough several features designed to conserve energy and material resources.

    Energy savings
    As a charter partner in the ENERGY STAR program, Xerox develops all of its products to promote energy efficiency. Multifunction printers with ConnectKey have a factory preset to enter a “low power” state and/or shut off completely after a specified period of non-use. These energy-saving features can reduce product energy consumption in half, when compared to conventional equipment.

    ConnectKey MFPs are compatible with Cisco EnergyWise, an energy management architecture that allows IT and building facilities operations to understand, optimize and control power across an infrastructure’s networked devices. Continual measurement and fine-tuning power usage can lead to significant energy savings.  

    Even the lamps that drive document printing are created with an eye to sustainability. Xerox MFPs use high-quality LED (light-emitting diode) lamps instead of laser printing lighting. The LED print process uses fewer moving parts than the laser process, which means less wear on the mechanism and reduced downtime.

    Waste reduction

    Users of ConnectKey MFPs will find a green button at the bottom of their Print Preference screen. This connects them to the Earth Smart feature, which offers several ways to save paper through formatting options. Users can select to format without banners, use two-sided printing and print two-up on a page, among other options. And when the print job is done, Earth Smart shows the number of sheets saved thanks to just a few simple formatting choices.

    ConnectKey MFPs also work to save materials by using ColorQube solid ink. This technology replaces toner and inkjet cartridges with solid, clean sticks of environmentally safe ink. In fact, ColorQube is shown to produce 90% less waste than traditional toner.

    Your local authorized Xerox sales Agent serves as a catalyst for your company’s green efforts in documentation, and one of the initiatives is the Xerox Green World Alliance. This program collects supplies and manages end-of-use for equipment with an eye toward reusing and recycling. Used-up materials suitable for remanufacturing are cleaned, inspected and remanufactured. Items that are not suitable for remanufacturing are recycled or recovered through energy from waste. According to Xerox, over a 20-year period, supplies recycling programs have kept more than 145 million pounds of waste out of landfills.

    ConnectKey: a cleaner alternative

    Streamline your print time and help meet your own sustainability goals through multifunction printers with ConnectKey – another example of how advanced technology contributes to a better environment.

    To find out how you can save up to 30% in print costs in 30 days, click here

    cut print costs

    Tags: xerox connectkey, sustainable office, green printing, environmentally friendly office

    How to Practice Environmentally Friendly Printing

    Posted by Tim Stanley on Thu, Dec 13, 2012 @ 08:30 AM

    How to Practice Environmentally Friendly Printing

    If your company is like many, a recycling box stood next to your printers for years. And for years, staff members tossed extra, misprinted or unneeded paper into the box. Every now and then the box appeared emptied –who took it and where it went was a mystery – and that was the extent of the “green” printing initiatives.

    Today, thanks to digitization and the increasing role of managed print services (MPS), environmental sustainability has taken a larger and more impactful part of the print realm without taking time or resources from you or your staff.

    What “green” means today
    Environmental awareness and sustainability have gone beyond the recycling box to become part of many companies’ mission statements. Eco-friendly practices, from switching to energy-efficient light bulbs to obtaining enterprise-wide LEED (Leadership in Energy and Environmental Design) certification, all contribute to today’s green initiatives.

    When it comes to printing, an MPS provider can take the lead in assessing your company’s current technology and usage, and provide recommendations on going greener in several ways:

    • Controlling paper. In an ideal world, no recycling box would be needed, because no paper would be wasted. The cost of paper, the resources it demands to create and distribute, and the potential damage that waste causes to both the environment and to a company’s budget are all concerns of the managed print services professional.
    • Managing ink and toner. Ink and toner run a close second to paper when it comes to the cost and environmental impact of waste. An MPS provider can both optimize the print fleet to save ink and train users on reducing the use of toner – reducing unnoticed resolution by printing in “grayscale” or “fast draft,” for example – providing small changes that can make a money-saving and planet-friendly difference.
    • Reducing energy consumption. It takes electricity to run the printers, electricity to light the room the printers are in, and even more electricity to do all this with multiple printers and locations when perhaps only one or two are actually needed. A strategic plan from an MPS provider can reorganize a company’s print infrastructure, creating more energy-efficient workspaces along the way.
    •  Promoting digital solutions. One highly effective long-term environmental solution, of course, is reducing the overall dependency on hard copies by adopting digital processes for documents and data that speed delivery of information, accommodate today’s mobile workforce, and ensure information security – all while conserving natural resources.

    Going green made easier
    Efficiency and profitability need not be compromised by a commitment to the environment. With the help of a managed print services partner, you can do your part for a more sustainable company – and planet.

     To find out how much your organization is spending on print, click here for your free print assessment:

    Print Assessment

    Tags: managed print services, multifunction print devices, green printing, environmentally friendly office, MFP, environmentally friendly printing