The TDSIT Blog

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

How MPS Can Help Streamline Workflow

Posted by Tim Stanley on Thu, Jun 11, 2015 @ 10:04 AM

workflow (2)

The concept of workflow applies to every aspect of every business. Whether you design Internet advertising, or build tables, efficient workflow makes the process repeatable and profitable. Workflow is defined as “a combination of tools and tasks one takes to complete a specific purpose.”

One workflow-enhancing device in today’s office is the multifunction printer. A Managed Print Services (MPS) provider not only supports the operation of these devices, they can also assess your organization’s printing workflow to ensure the proper equipment and processes are in place to maximize productivity.

Implementing an MPS Program

The first step in any MPS strategy is taking an inventory of your existing technology. An MPS provider will inventory your equipment to determine if there are deficiencies in your print environment. Next, they will examine your print procedures to determine if your existing technology can support your processes or if changes are necessary to improve workflow. Your provider can monitor printers remotely using software to detect potential problems before they become apparent to your employees!

Upon completing their assessment, an MPS provider will begin to make changes to your technology and processes if needed. For example, they may put controls in place regarding color print to reduce waste, or default jobs to a particular printer to reduce output costs. They may suggest adding multifunction devices, or eliminating older technology to lower your cost per page and save your money.

MPS Improves Workflow and Productivity

An MPS program improves workflow efficiency by adjusting processes and upgrading equipment in your print environment. Simply changing the location of certain print devices based on employee ratios and use patterns can drastically and immediately improve workflow. Software solutions such as print monitoring software are longer-term approaches that can also be used to increase productivity. Other software solutions your MPS provider may employ can reduce waste, lower overhead costs and streamline your operation.

To find out if an MPS program can benefit your business, we invite you to click below for a free, no-obligation technology assessment. 

Tags: managed print services, managed service provider, office solutions, increase employee productivity, multifunction printer, workflows

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

    How to Maximize Your MPS Experience in Two Simple Steps

    Posted by Tim Stanley on Wed, Oct 15, 2014 @ 11:17 AM

    Managed Print Services
    There is no better way to manage your intricate print environment, than by partnering with a Managed Print Services (MPS) provider. In addition to experiencing an improved workflow and the benefits of an optimized infrastructure, this service can also help to lower the burden on your IT department while improving employee productivity throughout your office. Maximize your MPS experience by choosing a partner that will help you elevate your business, through sustained, long term goals and development; here are two simple steps you can take to make the most of your investment.

    Look Towards the Future

    Success in business is dependent upon a number of factors, including the ability to evolve as customer needs change, along with technology. A flexible agreement can help maximize your MPS experience by giving you the option to expand or extend your engagement as needed. It's up to both you and your MPS provider to continually assess and evaluate current and future technology solutions, to help you stay one step ahead of your competition while streamlining your network and saving time and money. One such example would be the implementation of a secure, mobile print solution to accommodate the growing trend of printing from personal smartphones or tablets. 

    Customize Your Print Solutions

    Your MPS partnership should begin with a thorough evaluation of your current IT infrastructure, to identify software and hardware solutions that can help to maximize your MPS experience and enhance your print network. If you're looking to upgrade or expand your current technology, consider incorporating multi-function printers (MFPs) into your print environment. These all-in-one units are capable of scanning, emailing, printing or copying with the touch of a button, have compelling workflow capabilities, and act as a bridge to cloud technology. Look for an MPS provider that will help you find solutions to the challenges unique within your organization, and help you realize your individual business goals.

    Maximize your MPS experience by choosing a vendor that is more than just a service provider, but a valued member of your team. Regardless of the nature of your business, or whether you're looking to enhance or upgrade your existing print network, your MPS partnership can help you to reduce costs, improve productivity, and let you focus on what's really important: improving your bottom line.

    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, control print costs, multifunction printer

    Jumpstart Productivity with an Outsourced IT Department

    Posted by Tim Stanley on Thu, Nov 01, 2012 @ 08:30 AM

    outsourced ITSmall and medium businesses as well as large corporations understand that IT is a substantial expense that is often very difficult to properly measure return on investment.  Virtually every business needs a computer of some type along with other devices such as printers, copiers, scanners, network equipment and more.  There is also software to support, install and maintain that adds to the expense. 

    Outsourced IT has emerged as a viable option for many businesses of all sizes.  There are distinct advantages to leveraging outsourced IT for your company:

    • Your company can focus on its core business instead of diverting valuable resources towards routine equipment maintenance or troubleshooting
    • Risks are assessed and a strategy is developed to help to mitigate those risks
    • Network analysis and management can be handled to maintain consistent and reliable performance
    • Software installation, routine maintenance and upgrades are performed consistently which will reduce the likelihood of issues or failures
    • Desktop management is handled by a provider instead of using more valuable internal resources
    • Troubleshooting is performed according to your service level agreement (SLA) with your outsourced IT provider and based on your needs
    • Service and value are easily measured to provide a quantifiable return on investment
    • Managed print services will keep the expenses associated with printing well controlled while keeping the office print processes productive

    To determine the best outsourced IT provider for your specific business consider these tips:

    • While cost is a factor it should not be your only focus 
    • Carefully review your service level agreements (SLA) to make sure they will meet your business needs
    • Evaluate the technology that you currently use and make sure your provider can support that technology.  For example if you use a specific brand of printer you should find a provider that has a good reputation to support and maintain that brand
    • Your provider can work with you to identify key areas where outsourced IT would be beneficial

    As one of the first steps, your provider should evaluate your internal processes and apply costs to those processes to properly compare and demonstrate value.  Make sure you include any future initiatives or expansions that could be occurring so that those expenses can be factored as well.

    Outsourced IT can be a great benefit for small businesses as well as large corporations.  Each company has its own set of unique requirements, and there is no single provider that could fit every company.  Evaluate your options carefully in order to choose the right provider for you.

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

    Print Assessment

    Tags: managed service provider, document management, MPS, IT outsourcing, outsourced IT