Do you really know what's going on in your organization? All companies are promising savings in the printing area, as long as you buy their products! Take a moment and ask yourself: Who is printing? what is printed? when? how? Should you print every document, fax and copy using so many papers? And why are shredders working overtime? Has anyone thought about this subject? Is printing managed and what is its real price?

Ways to reduce printing costs

The way to achieve significant savings is to create as much as possible future optimal office environment. 

Savings is a direct result of the policy. 

The three most important parts of the policy are:

    Output policies - create uniformity in the way of printing across the company and transfer the decision on how to print from the user to the document itself . The goal is to reduce the amount of printed pages to the minimum necessary to support the business processes. Some options to evaluate are: what is really mandatory to be printed, what is the best media for the output (not just paper but also storage, cloud), what is the right level of quality of the printouts.
Equipment purchasing policy - define standard equipment across the company in order to reduce support and inventory costs, facilitate the procurement process and the maintenance, and simplify  users activity. This part of the policy comes mainly from the Output policy part.

Policies equipment layout - assign the right equipment to each department based on its specific needs  and at the same time set the individual settings for each employee or category so that the printing process is optimized based on the physical equipment system and the individual needs of the people. This part of the policy is strictly linked to the previous two.

Prime Squared experience at many companies in several Countries shows that common issues preventing the implementation of a correct governance policy are: lack of information, inadequate tools, poor procedures and workflows within the company. 

This is a list of questions used to assess the printing policy status when we are involved into the improvement process: 

  • Are all printouts really needed and what are the criteria for printing qualification? 
  • What is the last time when you reviewed the processes where printing is involved? 
  • How reliable are the printed data available to decision makers for critical decisions? 
  •  Are there clear criteria about the usage of printing drivers? 

One of the main goals of the Prime Squared proposal is to support you in the definition of the best HW, SW, policies for Output Management at your organization. In this way we make available to your company the information you need for a correct printing chargeback allocation, down to the individual employee printing activity level. 

This is the correct basis for understanding the Output activity and organization and how well it fits with the company organization and activity. Having this information available you will be in a much better position for implementing any future enterprise solution.