Reducing printing costs is often advised as a way to cut operational expenditure in business however, an entrepreneur or their staff, who may be adept at business growth and expansion, may not have the necessary know-how to bring about a deep-rooted change in printing practices across the organization.
While your finance department can give you a clear picture of the humongous amounts of money being spent on printing and managing a large fleet of printing devices, they, too, may not have the expertise to help you curtail the expense by solving the problem at the micro level and this is where managed printing services come in.
Fast-growing organizations that aspire to make a mark in today’s digital world can no longer afford to follow the conventional system of document printing and management, when a more affordable and practical and environmentally friendly solution is available. Several different companies out there are offering specialized print and document management solutions tailor-made to a client’s specific printing and documentation needs. If you prefer to buy your own office printer, take a look at this guide for printer prices.
If you have been reeling under the uncontrollable printing costs and unmanageable printing practices in your organization, here are five good reasons to consider employing a professional print management company for the job.
Managed print services brings standardization
Having access to standardized printing hardware, your employees can print with greater convenience as they need not waste time learning how to operate several different types of machines. This not only optimizes the everyday work flow on the floor, but also makes people more efficient and productive, thus bringing greater results for the organization.
By using the same type of printing and related devices across departments, you can streamline your work environment and also make significant cost savings.
Managed print services consolidates your print-related purchases
This particular aspect of managed printing solutions brings tremendous convenience and tangible cost savings to businesses. Instead of ordering your hardware and printing supplies from several different vendors, you will now be dealing with a single or a set of chosen vendors. This would mean, first and foremost, fewer invoices, less follow-up to replenish supplies, better management of purchases and, last but not least, reduced costs as placing large orders with select vendor or vendors is sure to bring you discounts and lower rates.
Managed print services means lower overall printing costs
A full-fledged managed printing services company such as Xeretec, optimizes print management in your organization and helps you make big savings on your printing spend.
They will first analyze your current printing environment, study the print and documentation needs of your business, your present fleet of devices and also how your workforce uses those devices to print documents and other material. Once this is done, they will offer a customized managed print solution for your business, including regular delivery of essential supplies such as paper and ink cartridges, service and maintenance of printers, minimization of device downtime, consolidation of hardware for each bay or workgroup, and detailed reports on printing patterns and habits of different user groups.
This entire exercise, when adopted throughout the organization, will bring down your overall printing expenditure and establish a more stable and consistent printing environment for your employees.
Managed print services improves compliance among the workforce
For the first time, you’ll be able to have a detailed view of your overall printing spend and understand the breakdown according to who is printing what and for what reason. This will give you greater control over the printing and documentation environment in your organization and also enforce a standardized protocol for employees to follow.
Furthermore, with managed print services, you can ensure greater security and compliance measures with regard to data protection at each level in the organizational hierarchy.
Managed print services does away with the need of ongoing IT support
Whatever the size or scale of an organization, smooth functioning of its printing hardware and software is always the problem of the IT division, which already has a lot on its plate given the digitized environment in which businesses function today.
With a managed print solution taking over your print processes, your IT department can breathe a sigh of relief and focus on more crucial business aspects such as data management, compliance and so forth. With standardized printing hardware maintained and managed by an outsourced service provider, your workforce will have fewer reasons to call IT for help with printer-related issues.
If anything can help take your business forward, it’s letting your IT geniuses to pursue issues that matter more than a failed printer.
