| Even a moderately-sized business can expect to find | | | | software will allow proactive choices, for example to |
| the daily business of print cost management a major | | | | restrict colour usage by user, to enforce printing limits |
| challenge in terms of cost control. These days a | | | | and redirect expensive print jobs to the most efficient |
| multitude of printer systems are available, often at | | | | printing device. |
| very low purchase cost, and it takes little time for | | | | It is quite likely that most businesses are |
| individuals and workgroups to acquire and operate their | | | | underestimating printing costs by more than half. Once |
| own print devices within departmental or workgroup | | | | the analysis phase it set up and running, then print cost |
| budgets. Without an overall strategy for printer | | | | reduction software can assist cost-saving changes in |
| acquisition and maintenance, daily print costs can spiral | | | | working methods. |
| out of control. How can these costs be reduced and | | | | Some example Changes to Print Processes |
| managed effectively? | | | | For example, print jobs can be allocated to the print |
| Print Auditing and Control Systems | | | | device within the company most appropriate for the |
| The effective answer to the problem is to consider a | | | | job in hand. Thus for example, a workgroup might be |
| software solution which enables an analysis and then | | | | printing thousands of pages monthly on an old, |
| a real-time controlling system. The two-pronged | | | | expensive printer, while an executive uses a |
| approach of analysis and implementation are | | | | top-of-the-line, efficient printer for just the occasional |
| discussed here. | | | | page. With print tracking analysis software, this |
| Printing Analysis | | | | situation can be identified and the jobs swapped |
| On average, businesses can spend up to 12% of | | | | accordingly. |
| revenue on document production, management and | | | | Again, you can direct jobs to the new digital copier |
| distribution. Amazingly, this is the third largest expense, | | | | when printing large documents, rather than an older |
| after office rental and personnel costs. | | | | inkjet printer to reduce printing costs. Most print cost |
| The first step to reduce printing costs is - naturally | | | | management software will either suggest or force |
| enough - to analyse the existing print volumes. But how | | | | users to print to more efficient printers based on the |
| to get an accurate picture of what your organsation's | | | | size of the print job. Additionally, you might want to |
| print volumes truly are? By installing an auditing and | | | | disallow colour printing from specific individuals or |
| analysis system creates and environment where | | | | disallow black and white printing to colour devices, and |
| comprehensive reporting capabilities are easily | | | | of course, configure individual printers to do only duplex |
| achieved. Based on this knowledge, you are in pole | | | | (double-sided) output to save costs. |
| position to optimise your printing network. | | | | Reporting tools can show instantly where excessive |
| The fact is, that such an analysis is crucial. It is not | | | | use is being made of certain printers, in terms of paper |
| enough simply to know how many sheets of paper | | | | and consumables. Identifying such overuse will mean |
| you use each month and attempt to estimate the | | | | immediate and effective action can be taken to |
| overall costs based on manufacturers figures. In fact, it | | | | prevent losses. Most reporting tools will also provide |
| is clearly a nightmare for growing businesses, to have | | | | electronic records with the name of every document |
| any idea what is being printed and where, or who is | | | | printed, who printed it, and when it was printed. Apart |
| printing and how much their overall printing costs are. | | | | from anything else, this reduces paper use by showing |
| This situation can be avoided if you have access to | | | | that all printing is being monitored (after all, stacks of |
| the right print analysis information. | | | | pages left on printers at the end of each day will |
| Print analysis software enables a business get a grip | | | | inevitably disappear). Additionally of course, |
| on printing costs by answering the following questions: | | | | administrators can make much more informed |
| - Which staff member is printing? | | | | decisions about the efficiencies of individual printers, |
| - What is being printed? | | | | and can make acquisition choices according for new |
| - Where are the print jobs going? | | | | equipment. |
| - Which printer in your organisation is used the most? | | | | All these benefits mean a clear benefit in terms of the |
| - How big is each job? | | | | return on investment for the software itself, its |
| After the Analysis - The Implementation | | | | configuration and maintenance. |
| After the analysis, installed print cost reduction | | | | |
