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
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
◄ 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
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