The TDSIT Blog

4 Tips to Reduce Print Spending

Posted by Tim Stanley on Mon, Mar 26, 2018 @ 11:42 AM

save_money_print.jpg

Print expenses can make up a significant part of your budget, eating away at your bottom line. You have to account for the cost of your printers and their upkeep, as well as paper and toner and energy usage to understand the full scope of what your printers are costing you. Fortunately, there are some easy ways you can reduce print costs and get your print budget under control.

  1. Replace old printers. Just because your old printer still works doesn’t mean it’s working for your business. Older devices tend to use more energy and break down more frequently. Fixing them can also be more expensive as manufacturers retire older models to make room for the newer technology. Though upgrading can be a significant investment, it can pay for itself with increased productivity and efficiency, less maintenance and lower energy costs.
  1. Streamline print supply purchases. Ad-hoc supply purchasing can be hurting your budget. Many companies that do this find themselves in a “feast or famine” situation where they either have too many supplies or run out completely – with both situations costing your business. Not having supplies on hand can mean printer downtime where your employees can’t get their work done, but having too many may mean having to find the storage space and risking supply waste. Identify a single point person to manage print supply ordering, rather than letting each department do it themselves. This will allow you to best use your resources and take advantage of volume discounts.
  1. Go paperless. Much of what you print in a day ends up in the recycling bin – so stop printing it! By automating document workflows and changing your document management protocols, you can greatly reduce the amount of printing you do in a day, which in turn reduces your costs.
  1. Identify problem areas. Most printer troubles will recur, causing frustration and lost productivity. Try to identify the problem areas in your print environment and work to find solutions to them so you can spend less time troubleshooting your printer.

Print can be expensive, but it doesn’t have to blow your budget. By using these money-saving tips you can reign in your print costs and enjoy greater productivity and efficiency. Contact us for more ideas!

cut print costs

 

Tags: TDSIT, managed print services, save money on print

The Surprising Cost of Inkjet Printers

Posted by Tim Stanley on Mon, Jun 29, 2015 @ 09:55 PM

cost of inkjet TDS

Take a look around your workplace. There is a very good chance that several of your employees will have a small inkjet printer in their offices to print the occasional document. It's common to see several inkjet printers in an office environment because they are inexpensive to purchase. That is, of course, until they run out of ink!

The average inkjet cartridge will supposedly print up to 500 pages; however, this estimation is assuming that you only use 5 percent page coverage, which is barely more than one paragraph. Since you're likely printing more than one paragraph of text on your pages, that means you'll be replacing that inkjet cartridge much faster than 500 prints.

Do you print graphics on occasion? Graphics require significantly more coverage, which will leave you needing to replace expensive inkjet cartridges even more frequently.

Printing in color uses ink from four different cartridges. This fact alone should make you think twice before choosing to print in color.

Aside from the hassle of having to frequently replace cartridges in an inkjet printer, the cost of doing so can be substantial. To put things into better perspective, a typical ounce of liquid ink for an inkjet printer is $32.99! That makes the cost of an inkjet replacement cartridge considerably more expensive than items that we know as luxuries such as Chanel No. 5 perfume ($22 per ounce) and Dom Perignon champagne ($4.54 per ounce). If you’re printing in color, your costs go up exponentially!  Color uses four or more cartridges to print.

If you’re concerned that your organization is spending too much money on printing, be sure to take advantage of our print assessment service.

Not only will we take a complete inventory of your printing equipment and note the activity for each printer, but we'll give you a breakdown of what you are actually paying in printing costs. This information can prove to be extremely powerful in determining a print strategy for your organization going forward.

 

Tags: printer ink, inkjet vs laser printer, inkjet printer toner, controlling color printing costs, cost effective print, save money on print, printer technology

How About A Managed Print Approach For Your New Year's “TO DO” List?

Posted by Tim Stanley on Mon, Dec 30, 2013 @ 05:21 PM

TDS ToDoList

Managed Print Services (MPS) companies have been around for a while. The demand has grown in the past decade as more companies began looking for ways to reign in costs as the economy slowed. The print environment is a natural place to look for cost savings, as it’s usually the last un-audited department in most businesses.

As a company owner, you need to find an MPS company that can work to enhance your business and fit into your corporate culture. Here are five key questions to ask when interviewing MPS companies. Their answers will help you find out if they’re a good fit for your business.

1.     How will you save me money? This is really your primary goal when looking to hand your print environment over to a professional. A good MPS company will come in and audit your current print infrastucture. They will then be able to determine your needs and any areas that can be consolidated technology wise. The focus should be on process, protocols and procedures, as well as hardware and software consolidation. They should provide you with a clear, total cost of ownership baseline from which you can measure improvements and savings.

2.     What about other vendors in my environment? A good provider will sell you what you need, even if it is a competitors product. They will assess your needs, and supplement your existing equipment so you don’t have to throw away what you’ve already invested in.

3.     How will MPS increase my revenue and grow my business? A good MPS provider will offer ideas and strategies to not only cut your costs, but also grow your business. If they are not offering innovative ideas, and significant savings then they may not have much to offer in this department.

4.     How will you support my company as my business grows? A good MPS relationship should last over the long term. The longer you work together, the more your provider will understand your corporate culture. A good MPS provider should be able to offer change management programs to help your employees learn to adapt to new procedures and IT work processes, a web portal for ongoing tech support and online learning and/or an onsite print center with a dedicated staff.

5.     What is you’re approach to mobile technology? Business is changing. BYOD (bring your own device) is becoming a growing trend. Embracing the changes in the way employees interact with technology is a vital area critical to employee efficiency, productivity and morale. Look for a provider that can assess your IT infrastructure with an eye towards developing mobile protocols and can show you the benefits they can bring.

Look towards a proven MPS provider in the New Year who can satisfactorily answer these five questions. It can go a long way towards helping you make a good partnering decision.

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

Print Assessment

Tags: managed print services, MPS, save money on print

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

    Reduce Print Costs with Xerox ConnectKey

    Posted by Tim Stanley on Thu, Jun 27, 2013 @ 08:30 AM

    Reduce print costs with xerox connectkey

    The way your company prints is impacting your bottom line. It’s as simple as that. In fact, companies that don’t pay careful attention to their print environments are losing much more money than they realize as the cost for paper, toner and energy begin to add up. The good news? Xerox offers a solution called ConnectKey, cloud-based software that some Multifunction Printers come equipped with to save you time, effort—and money.

    If you are in charge of your printers or print environment, you probably focus most on productivity. That’s smart. But looking for ways to do it more cost effectively as well is even smarter. When your multifunction printers are working with ConnectKey you get big advantages in area of cost savings.

    How? Well several ConnectKey features come into play to save you money:

    • Who prints: Control over user permissions
    • How they print: Enforcing double sided
    • Toner amount: Limiting color printing
    • Print monitoring and management: knowing the users
    • Emailing print jobs to save on paper, and more

    Let’s take a quick look at these features:

    Controlling who prints

    ConnectKey can give you full control of who uses your printers and when. It gives you detailed user permission options that let you specify which people or departments can print to specific printers from certain workstations. You can even control what print options are available should someone just walk up to a printer to use it on the spot. It’s secure too, as ConnectKey works with Cisco® TrustSec to provide complete visibility of all of the multifunction printers that are connected to ensure you stay on good terms with IT.  

    Controlling the how

    ConnectKey also has the capability to control how users print in order to save costs on paper and toner. For example, it makes all printers default to double sided printing automatically to use less paper throughout the workplace. (This is also good for the environment, but that’s another story for later.) You can also control the times that your printers can be used to avoid after hours printing, and more.

    Less color printing

    ConnectKey also saves costs on another vital resource: toner and ink costs. ConnectKey allows you to limit color printing or larger print jobs that require too much expensive color toner, paper and other resources. You also can adjust the amount of color printing depending on how much space the color takes up on the page. Or simply make all color logos black and white, etc. It gives you many options for saving.

    Managing printing

    With ConnectKey you can also track and manage your multifunction printers and devices for better accounting. And when you know just how much you are printing you can find ways to limit printing to save costs or justify investing in other devices, etc.

    Emailing print jobs

    With ConnectKey users can also have their jobs emailed directly to their workstation to keep everything flowing digitally without the use of physical resources. This increases productivity and saves time, too. And we all know time is money.

    In short, reducing your printing costs is critical for your company to stay competitive, and ConnectKey gives you the innovative tools you need to have your workplace working more efficiently while controlling resources and costs.

    Click here to find out how your business can save up to 30% on print costs in 30 days:

    cut print costs

    Tags: cost effective print, xerox connectkey, save money on print, environmentally friendly office, regulate printing

    How Xerox ConnectKey is Changing the Way We Work

    Posted by Tim Stanley on Thu, May 30, 2013 @ 08:30 AM

    How Xerox ConnectKey is Changing the Way We Work

    The way we work is constantly changing. Today’s workforce is requiring companies to adapt to new trends like bring your own device and telecommuting in the workplace. Employees need access 24/7/365 to data and services no matter when or where they are working. Xerox understands the way business gets done in our connected world. Their newest offering is called ConnectKey and it’s transforming business by streamlining the information management process.

    ConnectKey is an integrated software package designed to increase productivity in the workplace. The new software system is embedded in Xerox multi-function printers and other multifunction electronic devices.  ConnectKey allows companies to store access convert and share data and documents easily and efficiently from any connected device, anywhere in the world, at anytime.

    Convenience, Productivity and Security

    Xerox, along with several third party developers, has released 16 new products and services for the ConnectKey platform with more to come. In this new environment, office printers and scanners have increased functionality and are controllable from any connected mobile device using any operating system. This allows your office to take advantage of the BYOD trend in today’s workplace. It means that your mobile workforce can have access to documents stored in the cloud and can share and collaborate on critical data with your staff from anywhere in the world.  Documents can be edited from any remote device then remotely printed in your office all through the cloud. This means that work can flow seamlessly from the road to your office increasing your employees productivity and saving your company both time and money in the process.

    ConnectKey offers a full range of convenient easy to use productivity enhancing functions like:

    • Universal Remote Control Panel – This control panel shows up on your desktop or device and allows complete control of all of ConnectKey’s functionality whether you’re working from your desk, or a client’s office.

    • Remote Repair Capabilities – IT professionals can access your MFP remotely, which means less down time and fewer tech service calls and that saves your company both time and money.

    • CentreWare – Allows control of all of your print devices centrally, not just Xerox devices. Create a complete remotely accessible network within your existing print environment.

    • CRU – Customer replaceable units. Another time and money saving feature that means fewer service calls.

    • Unified Address Book – email your contacts directly to the printer for complete unified access. No more searching your multiple devices for that lost email address.

    Scan to PC – Instead of printing all documents for sharing and collaboration, scan to your PC in PDF format. Increase your company’s sustainability and use less paper.

    • Automatic notification - Your printer will automatically send an email when your print job is done.

    Xerox along with third party partners McAfee and Cisco, have embedded ConnectKey with enhanced security features designed to allow data to flow safely and securely to and from connected devices. No two companies work exactly alike. That’s why ConnectKey ships with an App Studio where users can develop their own customizable applications and work process supports. 

    In today’s ever-changing business environment cost savings and enhanced productivity are the keys to surviving and thriving. With ConnectKey, Xerox has developed the tools to allow your company to meet the challenges of doing business in this tough economy. ConnectKey’s ease of use, and compatibility across operating systems and devices along with it’s enhanced security will free up your employee’s time and allow them to focus on other mission critical business like increasing sales.  Switching your business to ConnectKey is a smart business decision that will streamline your company’s business processes and directly impact your bottom-line.

    Click here for your free e-book on how to make your office more environmentally friendly: 

    green printing

    Tags: cost effective print, xerox connectkey, save money on print, environmentally friendly office, regulate printing

    The Truth Behind the Low Cost of Inkjet Printers

    Posted by Tim Stanley on Thu, Jan 10, 2013 @ 08:30 AM

    The Truth Behind the Low Cost of inkjet Printers

    As more businesses look for ways to control overhead costs, one area that is often overlooked is your company’s print environment. It’s time to review your print policies and procedures. Experts say that your print expense is a cost area that can rival utilities and your corporate mobile phone bill in complexity and options.

    Thankfully, there are solutions to controlling your print environment. One place to turn for help are managed print services. As more businesses turn to MPS to help control printing costs, some interesting trends are coming to light. As the price of printing technology has dropped, more companies are turning to inkjet printing as one solution. When considering options, there’s more to it than a low cost of entry. While a powerful lure, in the long run inkjet printers may be one reason for your company’s high print environment costs.

    Let’s take a look at inkjet technology.

    The Pro’s of Inkjet

    Many small business owners are attracted to inkjet technology for several reasons:

    • A good inkjet printer costs around $99 dollars.

    • Ink jet printers are easy to set up and use.

    • Inkjet printers have a smaller footprint. They take up less valuable space.

    • Print quality has improved. Many inkjet printers rival laser printers in quality.

    • Color printing is available.

    These factors make inkjet printing the perfect technology for your employees. They can now have a personal printer at their workstation. This fuels productivity gains and convenience. It also adds a layer of security since inkjet printers are locally connected and not network accessible.

    The Downsides

    While the pros look attractive, it’s what you may not know that’s surprising!

    Many business owners are shocked when they realize replacing a black and color inkjet cartridge, in many models, can cost more than the printer! It’s the classic razor/razor blade model of high cost consumables. Multiply this cost times the number of inkjet printers in your office and you can begin to understand the effect to your bottom line.

    There’s a reason ink jet ink is commonly referred to as “black gold” within the print industry. Ink jet printers have a terribly low yield, which translates to a high operating cost per page. Studies show that the ink in your printer is one of the world’s most expensive liquids. One ounce of ink costs a staggering $62 dollars! Compared to the price of crude oil at .019 cents per ounce you can begin to understand how costly unnecessary printing can be.

    Solutions!

    You should always know your true cost before making a buying decision. While inkjet technology can be costly, there are solutions to help you regain control. Simple systems can be put in place to help monitor and control print costs. A good place to start is establishing a monitoring system to keep track of your print usage. Centralization of office supply purchases can also go a long way towards controlling costs. The trade off is that developing and implementing cost controls can temporarily take your attention away from your primary objective; growing your core business.

    A better solution is to engage an MPS professional to do a detailed analysis of your print environment.  They will analyze, and make recommendations about your print needs, usage and costs. An MPS professional can begin to control spending in ways you might not have thought of. They will work to set-up easy to manage systems to track usage and expenses. In these difficult economic times, it makes sense to control your costs wherever possible. MPS might be just the solution your business is looking for!

    To find out how much you're currently spending on printing activities, click here for your free print assessment: 

    Print Assessment

    Tags: managed print services, inkjet vs laser printer, inkjet printer toner, print assessment, save money on print

    MFPs to MPS: The Acronyms of Managed Print

    Posted by Tim Stanley on Fri, Sep 07, 2012 @ 09:29 AM

    MFPs to MPS The Acronyms of Managed Print

    Understanding your printing environment shouldn't be a mind-boggling task, even though the over use of acronyms like MFPs and MPS seems relatively puzzling. We'll introduce you to the current trend of breaking away from a decentralized print environment to an efficient and cost effective Managed Print Services (MPS) approach to printing in today’s office. 

    While MFPs are the current technology, with their myriad of features and functions, the way these MFPs are administered is changing. Whats on the horizon for the office printing industry?

    Enter MPS. MPS isn't a new technology per se, it's existing and upcoming state-of-the-art approach to office printing, through a services led strategy that leverages your existing equipment infrastructure allowing for the following; monitoring of all print related activities and costs, proactive service and toner replenishment and consolidated billing resulting in less invoices to process. MPS is the new trend leading the print industry, and for good reason:

    • Uptime: when your print environment is managed for you, your company has more uptime thanks to proactively scheduled service and maintenance, along with automatic supplies replenishment and technical support. 
    • Controlled Costs: you have control over all document output costs as a result of an MPS service program which utilizes a rules based approach to printing in your office. 
    • Intelligent Print: MPS allows for intelligent print capabilities with end-user controls which can restrict or enable specific user-access levels and print capabilities. 
    • Workflow Integration: MPS can be integrated with other workflow solutions to improve on overall employee productivity and document workflow. 

    In today’s cost conscience economy MPS is the most logical approach. A well run managed print program increases your printing intelligence by providing cost visibility and cost controls in one of the last areas of unaudited business expense – office printing. When you combine these factors with the bottom line cost savings that can be enjoyed through a managed approach to printing it is easy to see why more and more busy offices are now flocking to MPS. 

    Click here for your free, no obligation Print assessment

    Print Assessment

    Tags: managed print services, save money on print, printer, scanner, copier, office equipment, fax machine