The TDSIT Blog

Your Win-Win Strategy with Rules Based Printing

Posted by Tim Stanley on Mon, Sep 15, 2014 @ 11:25 AM

print rulesWith today’s economy, businesses are seeking ways to reduce operating expenses while also keeping productivity and efficiency high.  This can be a challenging task for some business owners and managers because their days are already filled with running the business.  There is very little time left to look for ways to reduce costs or increase efficiency.

Reducing operating expenses, however, can significantly contribute to your business profitability.  And increased efficiency can grow sales, while also improving customer service.  Business owners and managers should dedicate time to reviewing these opportunities and implement changes where possible.

Print management is one area that is often overlooked but can provide a wealth of opportunity in decreased expenses and increased productivity.  Rules based printing has several key benefits:

  • Lower operating expenses
  • Increased longevity for printers
  • Higher productivity for employees
  • Better automation and quality

The steps to implementing rules based printing include:

1. Take an inventory of all printers including network, wireless, desktop and others.

2. Determine rules around color printing - when it should be used, or what individuals or departments should be permitted to print in color.

3. Set rules on two-sided printing and high quality printing – what should be the default print setting for most employees?

4. Route certain print jobs to be more convenient for employees in certain departments.

5. Note your current maintenance costs plus paper and consumables expenses and track the savings after implementing new print rules.

Your print rules can be reviewed and refined over time, but you can start by setting certain default rules and then applying exceptions when needed.  With this effort your business can realize some substantial savings while also increasing department productivity.

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

Print Assessment

Tags: multifunction print devices, control print costs, Rules based printing, print rules

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

Why Your Organization Should Implement Print Rules

Posted by Tim Stanley on Thu, Oct 18, 2012 @ 08:30 AM

print rulesHenry Ford is credited with the change of business focus from simply mass production to lean mass production that is more efficient and cost-effective. Multinationals like Nike have placed internal measures to monitor their production costs and minimize expenses. Successful businesses in the 21st century strive to minimize costs and at the same time increase production. 

“Business as usual” has been redefined to mean cutting cost while increasing productivity and efficiency. Companies are monitoring every aspect of production in their businesses to ensure they are incurring the least possible costs. The cost of nearly everything related to production is monitored; from shipping charges to long-distance calls. Your company is also likely to have instituted cost-cutting measures in production in one way or the other. 

If cost-cutting is a primary concern of 21st century businesses, then why are you not tracking your office printing costs? 

We surveyed a number of SMBs that we determined would benefit from our office print assessment and our findings were similar across all participants. The study revealed that: 

1.         Businesses Have No Idea How Many Printers They Have On Their Network

Most businesses we surveyed were not aware of the number of printers they had in their networks. The total printers in a network determine a company’s overall printing costs, which can be significantly high for businesses with inefficient printing practices. The study also revealed that most businesses do not have rules-based printing and thus have no way of monitoring their printing costs. 

We also found out most businesses had printers from different vendors which, means multiple invoicing at the end of the year. Having different printer vendors means higher costs since separate P.O.s have to be sent to each vendor. 

2.         Business Do Not Know How Much They Are Spending On Printing

Most businesses we surveyed had no idea how much printing costs they incur every year. Moreover, very few of them had set internal measures to help them monitor and track their printing activities. Most businesses do not know that printer cartridges have different yields, and thus using different print cartridges can mean higher costs. Businesses are also incurring more costs by signing up for different plans. 

3.         Businesses Have No Office Printing Rules

Without monitoring the printing done by different departments, business cannot know their monthly or yearly printing costs. The businesses surveyed did not have a way of determining which departments or individuals printed what. 

The cost of printing color and the lack of rules-based printing can reduce a company’s revenues. Studies show that businesses incur printing costs of $.07 to $.50 per page because of not implementing no color printing rules. 

To cut down costs, there is a need for proper tracking and rules-based printing rules for different departments and individuals. The rules should outline what can be printed, who can print what and how it can be printed.

Rules-Based Printing

Rules-based printing can help your company reduce costs by identifying areas in your operations with inefficient printing practices. For example, your employees can know the most efficient printers to use for various works and printing can be restricted to deferent departments or employees. Money-saving measures like default black and white printing of emails and letters can also help to reduce costs.

Office Print Assessment

An office print assessment can help you identify cost-cutting opportunities in your company. The assessment can help your business take control of the office printing environment and improve its overall efficiency using technology programs like Managed Print Program. 

Click here for an office print assessment to find out how your company can reduce printing costs

Print Assessment

Tags: print assessment, efficient printing, document assessment, Rules based printing, print rules, all in one printer