The TDSIT Blog

Manage Your Color Print For Cost Savings

Posted by Tim Stanley on Wed, Mar 25, 2015 @ 10:22 AM

manage color print costsThe office print environment is often the last unaudited department in many businesses. The lack of even the most basic controls can be costing your business significant money. Think about it, anyone with a mouse is making a buying decision every time they print a document in color rather than black and white. Color prints are expensive, ranging from 10 to 80 cents per page depending on the output device.

Implementing controls can lower your cost, reduce waste, and save money. Here are four steps to take that will get your print environment under control.

1. Create a Formal Print Policy - Studies have shown that merely mentioning the implementation of a print monitoring policy can reduce unnecessary color printing by as much as 10 percent! Set up simple rules like always printing two-sided documents, or assigning color print on an as needed basis to your lowest cost device can offer immediate cost savings.

2. Reset Printer Defaults - Your print driver can save you money! Resetting your printer default to print two-sided documents takes just a few seconds and can cut your paper use in half! Setting the default to print only black and white can save on expensive color toner. You can dive deeper and set protocols for specific documents like email, PDFs, and PowerPoint slides as well.

3. Put A Managed Print Program In Place - A Managed Print Program is technology driven – it utilizes software that allows you to set restrictions on both device and user protocols. This step alone can reduce waste by up to 30 percent. Restricting color print for several key employees, for example, will save you money and less waste means better sustainability!

4. Use Predominantly Monochrome or Black and White Devices - The fact is, most of your employees don’t need to print color documents. Restrict color to one low cost device and implement strict user controls. Making the majority of your printing devices black and white will lower toner costs significantly. Remember, black and white requires one cartridge, while color print requires four or more. You’ll save money on toner and use less supplies.

These four simple steps will cut waste, reduce consumable use and save you money. If you would like even more great ideas, consider consulting a professional Managed Print Services provider for solutions to get your print environment under control. Implementing print controls is a smart business decision that will translate directly into bottom-line savings for 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, controlling office print, color printing, Rules based printing

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

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