4 Steps to Dramatically Reduce Office Printing Costs

Keith Nickoloff

You have a huge opportunity to streamline your enterprise print operations, secure your devices and documents, and significantly lower your total cost of ownership. We have helped many of the largest organizations in the world save millions of dollars each year. Here are 4 critical steps to reduce your office printing costs and optimize your entire print operations.

1

Start with a baseline assessment. Without this critical step, you have no way to compare your organization’s printing hardware and habits against industry benchmarks and best practices.

Be sure that your current state assessment is based on objective, vendor-neutral data that fully reveals how people print across your organization. These efforts should not focus only on devices and how consumables are used, but also on user behavior, trends, and outliers.

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2

Design a holistic print strategy. Every enterprise has unique needs. Successful print optimization requires a customized and comprehensive print strategy. This strategy must be informed by your baseline assessment, the print metrics essential for benchmarking and analysis.

A holistic print strategy factors not only your office printer fleet and its output but also the other areas where print happens – in your internal print shops and print that is externally sourced. Successful print management is a journey and exploring all areas of print is an important part of that journey. There’s a lot more savings available to you than you probably realize.

3

Create a print policy to guide your employees. When you provide guidance, it’s easier for your employees to consistently do the right thing. For example, once your users know the true cost of printing and they are aware that printing is tracked and managed, output volume inevitably declines.

People print for only two reasons: they either want to (40%) or they have to (60%).

People print for only two reasons: they either want to (40%) or they have to (60%). The ultimate goal is to change the dependency on paper and get at the root cause of printing costs: user demand. Lowering the demand for print reduces the need for more devices and therefore more consumables, more energy, more IT resources, and so on.

It’s important to recognize that devices don’t print, people do; if you don’t address the demand side of your printing operations, you leave 50% of your potential savings on the table.

This aspect of print management is more about change management. Identify and train change champions and help them to model more mindful printing habits. Get sponsorship from senior management and use your internal communications group to design a campaign to educate people about the cost of printing and the need to reduce it across the organization.

Brand your initiative to make it memorable and meaningful. This can be very powerful when tied to other corporate objectives like sustainability, mobility, and security.

4

If you go to RFP, consider items 1-3 above as critical prerequisites. The RFP helps you achieve lower prices, while your print strategy (especially the design plan that helps guide which device goes where) should help you achieve lower costs.

The RFP reflects the priorities, strategy and print policy so that vendors can submit pricing based on today’s facts and tomorrow’s anticipated reduced volume.

We help our customers understand what’s possible and then we help them realize significant savings that often surprises them.

Be sure to “un-bundle” MPS pricing models that may include hardware, software, supplies, maintenance, installation and removal charges, labor (on and offsite) and administrative charges. Transparency is key.

We design for where volume will be, never where it is today. Otherwise, the customer ends up with excess capacity for the next 5 years or for the duration of their lease contract. Having the most accurate and objective data, not estimates, supports your credibility and will greatly aid in comparing RFP responses.

Remember, more printers typically lead to more print volume. More color printers lead to more color output (reducing color volume saves the most). Both lead to more cost. We help our customers understand what’s possible and then we help them realize significant savings that often surprises them. This is what we do best; we’ve been told by many customers that we actually do what others only talk about.

Pharos believes the best print management solutions come from a mindset of discovery. The journey toward your best solution begins with an understanding of where you are today and identifying what’s possible tomorrow – before you go to RFP!

When you control your data and design, you can better control the path to your dramatically lower costs. Start exploring with us, and learn how easy it can be to build a sustainable and cost-efficient print strategy that returns material savings to your organization year after year.


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