The quickly evolving nature of technology drives constant change in the culture of business, and the way we view printing must change along with it.
According to the Gartner Group, about 3% of most businesses' total yearly revenue is spent on generating documents. However, printing is still often an unmanaged or under-managed expense. The view of printing as an essential business process is not necessarily incorrect — printing will always have a place in the business world — but in viewing printing this way, it tends to be an overlooked and over-utilized practice.
I believe that this is due to the simple fact that we tend to just view printing as a part of "what we do." We print emails and file them away into folders in cabinets, sometimes to never retrieve them again. We print documents over and over — "version 1," "version 2," "version 3" — and so on, until we finally have a finished product we are happy with, after using costly paper and toner that we didn't actually need. We've all been guilty of practices like these at some point or another — I know even I have. The problem is that these practices often seem so inconsequential at the time that we don't even realize the impact that they actually make to the bottom line.
Luckily, there is a better way to print.
Check out this slideshare presentation to learn about print management software solutions that, combined with a Managed Print strategy, can help you gain a better understanding of what printing is actually costing you and control this business expense that is all to often overlooked.
In summary, print management software offers rules-based printing and print-tracking solutions that allow you to easily:
Track usage on a group level, or on the user level
Control costs by enforcing rules-based printing
Bill-back specified printing projects or jobs to your clients
Implement secure-release printing from any networked output device
Pricing for these solutions should be scalable to your needs.
Find a Managed Print Services provider whose consultants will work closely with you to determine which solutions are the best choice for your needs, and your budget.
Scalable pricing for print management solutions is largely based on these factors:
Number of users
Maintenance and support
Number of print servers
Number of secure release printers
Number of MFP's requiring authentication
Remember, cost should not be the only factor when determining which solutions are right for you.
It's also important to consider the ease of implementation of these services along with significance of financial impact when deciding which MPS solution is the best fit for your company—based on your specific needs and uses, one solution may be more cost effective to implement, and produce more cost-savings for you than another.
Implementing the right printer fleet management software solution, along with a Managed Print strategy, not only helps you control and cut costs, but also allows you to streamline and improve your business processes.