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?


Office printing is one of the fastest emerging areas in the business world. 


Printing is a critical task in any modern organization. When printing fails the business stops: no invoices, no documents, no emails, no -do. New printers with advanced options are constantly released. And finally the demand for reliable service from employees grows every day more.


Printing is a critical process. Some documents must be printed or the work process does not move on. In such a situation a reliable printing process is a must to ensure the progress of the business.

Print management is not just about monitoring the printers; rather it implies the complete control over theprinting process in the organization. Managing the printing process should ensure that all documents are sent to the correct printer, using the right paper, with the correct settings and that they are printed as planned.
And you must ensure that the process does not break at any stage, so that users can get their work done even if the printer beside them stops for any reason. Office printing cost typically grows year over year as well as the demand from the users, so many companies are now facing the issue of controlling the cost of this fast expanding area.
Here are some examples based on recent studies by leading analysts:    
◄ office printing cost grows by 20 % every year   
◄ emails are about 27% of printed documents    
◄ 34 % of email longer than two screens are typically printed    
◄ 60 % of the items printed are not key to the business

You can find onto the market some enterprise-level solutions requiring undifferentiated work procedures to all the different departments and employees in an attempt to reduce the costs of printing. These procedures are often not applicable and when enforced they create dissatisfaction by users who feel they are obliged to work in an environment not aligned to their needs.
Before starting any activity aimed to office printing streamlining you should get a clear understanding of the current situation. Our  experience, supported by several studies, is that only in few exceptions managers and organizations have this understanding! 
Some basic questions you should answer to are: Do I know how many pages my company prints each year? Do I know what is the real cost of this? Do I know how documents are printed (color vs B/W, single or double sides, personal vs business)? Do I know how much I could save?Organization knowing the answer to these questions can save over 30% of their annual printing expenditures.One of the main problems faced by organizations is the knowledge of the true cost of office printing. Many companies assume that paper and toner costs are the biggest expenses and try to save on these costs, and some companies buy maintenance service for printing systems based on the method of "cost per click", but in this way you have only a limited understanding of the office printing cost. Actual costs are higher (studies indicate that the total cost is 10 times higher than the direct cost) and includes, among others, equipment replacement, employee training, equipment regulation, device positioning, the time lost at the printer when it is faulty or it needs maintenance, the time dedicated to handling calls and administrative tasks and so forth.
Buying service by "click" creates the illusion of a low printing cost and therefore generates almost no control over the quantity of printed pages. Service by “click” is not so bad but for sure it is not enough. The company should act in parallel to reduce the amount of printed pages in a creative and intense way. Accordingly to our best understanding and experience, some challenges that any company faces in managing office printing are:
√ generate real savings at organization level
§ without affecting service level and user satisfaction
§ reflecting the level of spending
√ print management is a nightmare for the IT department
§ low priority§ as long as it works, why touch?
§ when it does not work, everybody’s shouting!
√ increasing the level of awareness about avoiding environment pollution
§ but not always you know how or what to do
§ global trend of involvement of the local community
In recent years office printing has focused on the document itself and the concept of "document value" (DV)  is now a common basis for  printing management.
Each document in the organization has a value resulting from many parameters:
•        internal or external use
•        importance in decision support process
•        draft or official document
•        confidentiality / security
•        organizational hierarchy
•        and more
The best cost / benefit ratio about how to print (or not)  documents is defined in accordance with the regulatory rules and the DV of each document. This is the way implemented by Prime Squared in supporting printing cost reduction initiatives at your company.
In conclusion, we recommend our customers to adopt the slogan: 
Print For Less and Print Less