The TDSIT Blog

How Much Money Does Your Office Spend On Printing Each Year?

Posted by Tim Stanley on Mon, Dec 16, 2013 @ 12:56 PM

TDS printing costs

Unless you’re in the printing business, you probably don’t make printing your business. You know you need it, but do you really know what it costs? The number of machines throughout your office, service agreements, incidentals like toner and paper, and factors such as toner coverage, all determine how much you pay per year for the privilege of in-house printing.

Carefree Printing

In a typical office environment there isn’t a lot of control over printing, or what it costs. The person using the printer is probably not concerned about areas such as toner coverage or the cost per page of printing, they have their own job to worry about. The person ordering the supplies may also not be too concerned, after all, their job is to order paper and toner and as long as they get the job done, does it matter if it costs a few more dollars? And what about personal copies? The bottom line is, this type of carefree printing environment can negatively impact your bottom line and should be addressed. 

Toner Coverage

When talking about toner coverage it’s important to note that most estimates are based on a consideration of five percent coverage per page, when a more realistic estimate might be closer to twenty. Once you consider the rates for color printing, much higher because of the four individual layers of toner required, the numbers are even greater.

How to Calculate the True Cost of Printing

This is tricky, and is best done by a professional Managed Print Service (MPS) provider. They will begin with a thorough assessment and inventory of your printing network, factoring in such components as the number of vendors, suppliers and incidentals required to operate your network, as well as your cost per page estimates, and ending with how you can save money.

Knowledge is Power

Once you know what your costs are, you can formulate a plan on how to bring them down, after you get over the initial shock that is. There are several print strategies you can employ to reduce your cost of printing including:

Printing rules. Set some guidelines among the employees in your office to start realizing savings such as black and white printing for emails, no banner printing and restrictions on color printing by individual user or department.

Fixed cost per page. Avoid toner coverage cost variations by switching to a fixed cost per print arrangement where costs are the same regardless of the amount of toner used.  

Adjusting your default settings. Simply adjusting your default settings to black and white and automatic double-sided printing you can start to save right away.

It’s easy to control printing costs once you know what they are. Your MPS provider can help you take back control of your print budget, allowing you to put your money to much better use; 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, hidden fees, printing costs, true cost of printing, printing, print costs, print rules

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

    Why the Surge in Managed Print Services for the SMB Market?

    Posted by Tim Stanley on Thu, Aug 23, 2012 @ 11:27 AM


    If you're reading this then you're likely wondering why there has been a giant surge in Managed Print Services (MPS) within the small-to-medium-sized business market. Well, the simple answer is that it fits the market's needs. 

    Today's SMB companies are stretched thin. Their budgets are stretched thin, as is their time. They don't have the budget for the upfront costs of expensive printing equipment and certainly don't have the time to get acquainted with their current print environment in order to do bulk ordering, preventative maintenance, fix errors and jams or even determine how much printing they do/need. The result of this chaos is that most SMB companies have no idea how many printers they have and from how many vendors. They also don't know how much they print and spend on printing annually, nor how much they could save with bulk purchase agreements or standardization.

    Hopefully you are already asking yourself, “do I know how many printers we have? Do I know how many vendors those printers are spread across? Have I any idea how much my company prints annually, or how much we spend on that printing?

    If you don't know, you're not alone—not by a long shot. But not knowing is costing you time and money. Money is being wasted by spending too much on servicing a mixed print environment, and time is wasted from staff trying to fix print-related issues themselves despite a lack of knowledge about that specific type of machine (how could they in a mixed environment?).  

    If this sounds all too familiar then like so many before you, you're a solid candidate for Managed Print Services. 

    Stats & Facts: What's Fueling the MPS Movement
    When future Managed print converts see the stats and facts about the industry, their decision not only becomes clear—but they are confident in their choice to migrate to MPS. Understanding the MPS landscape is critical to understanding whether MPS is right for you, so consider the following facts:

    • 90% of all North American companies don't have a grip on their print environment, have no idea how many printers they have or how much they are spending on printing annually
    • 40% of printers are purchased without formal procurement approval (think: sky-high costs for consumables)
    • Today’s office makes 4 prints for every 1 copy
    • The average worker prints 10,000 pages annually, of which 17% are never even used
    • The average life span of a printed page in today’s office is less than 5 minutes
    • Only 10% of desktop laser printers are managed within a print environment but they print an average volume of 3650 pages each and every month
    • Industry insiders are predicting that over 50% of larger SMB companies will have adopted a Managed Print program by Q4 2014

    Despite taking up a sizable chunk of office budgets printing hasn't come under the cost scrutiny that things like cell phone usage, long-distance charges, travel and other expenditures have. But given today's economic climate SMB companies are beginning to think more consciously about how much money is spent on printing—and how much of that is spent needlessly.  

    Why all the converts you still ask? Well, the average SMB company saves 20-30% of their overall annual printing costs when they switch to a well run Managed Print program. And when you consider that companies, depending on toner coverage, are paying up to 10¢ for each B&W print and up to $1.00 per color print it is easy to see how the savings could add up.    

    To find out how much you could save by implementing a Managed Print solution in your business, contact us today for a no obligation office print assessment.

    Print Assessment

    Tags: managed print services, print assessment, MPS, printing costs, multifunction printer, Small Medium business, print costs, MFP, SMB