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.
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.
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: