As business owners search for new ways to save money, it's understandable why they might look past a managed print service (MPS). Usually, signing up for a new contract means that you'll be spending more on expenses. Why should an organization that's trying to cut costs consider partnering with an outside print management team?
Because in actuality, an MPS can save your business tons of money within your current print environment. These print experts are dedicated to finding you the lowest print prices and designing a streamlined process that with lower expenses and gives back precious time.
Here are seven ways that a managed print service can lower your print costs:
Right-Size Your Printer Fleet
Especially if yours is one of the many businesses that now have employees partially or fully remote, there's a good chance that you don't need as many office printers or copiers as you once did.
Rather than continue paying for leases, maintenance, and other costs associated with these unnecessary devices, ask a managed print service to analyze your current office print environment. With their expertise, they'll find ways to consolidate your current fleet to maximize efficiency and minimize your print expenses.
This step alone will quickly make a managed print service pay for itself.
Managed print service providers aren’t all about paper. More than anything, we consider ourselves experts at designing amazing office workflows and innovative business solutions. We’re excited to keep up with the changing tides of technology. This makes an MPS partnership ideal if you’re looking to print less and create an increasingly electronic or Cloud-based workflow.
Though it might sound counterintuitive, as offices move further away from paper, the managed print services industry has embraced these new digital solutions. By analyzing your current workflow, we can uncover areas that are excessively paper-intensive and help you find a better, paperless process.
We can also introduce you to innovative programs like Laserfiche, which essentially re-engineers the paperwork process into an entirely digital format. Soon, many of your hard documents—and the costs that go with them—will be a relic of the past.
Cost-Saving Software Recommendations
No one has better access to cost-saving software for print devices like a managed print service. From print reduction tools to security upgrades, MPS providers contain in-depth software knowledge and can help your team efficiently implement them.
In addition, an MPS team can train your team on the software’s best practices. They can also offer wisdom about which particular features would be the most valuable to your team and which ones are worth skipping.
PaperCut is one of the most popular cost-saving tools. With PaperCut, companies have the ability to enact hundreds of print rules. Many of these rules were specifically created to save on print costs.
In one popular rule, employees will receive a prompt upon clicking print. For example, if an employee selects a certain action like printing an email in full color, a prompt would ask the employee if that email really needs to be in full color. If not, could they instead print black and white? It can even mention how much they’d save by making a different decision!
PaperCut can also require all print jobs to be released at the device itself. A decline in print occurs here as employees now think twice before pulling each print. With this two-step process, they can easily cancel a document that they printed by mistake or realize they didn’t really need it at all. If the page is never pulled, it’ll later be deleted.
With PaperCut alone, customers often see about a 10–25% reduction in print. Though not typical, some have experienced up to 40% reduction. It’s a software solution with a speedy ROI.
Receive Regular Reports & Analytics
A managed print service provides your company with an in-depth print environment analysis at the beginning of your partnership. They’ll also diligently follow your progress to ensure you’re meeting your goals and staying on track.
With these reports and analytics, you’ll see statistics, charts, and data including your overall print spend, how many print jobs were released, the amount of money saved, month-to-month comparisons, trends, whether you’re set to meet your goals, etc.
Now, it’ll be easier than ever to measure your success, and accurately plan for the future of your business.
Expert-Led Strategies & Solutions
How often do you really think about ways to save on printing? When’s the last time you put any ideas into action? If the answer is rarely to never, that’s okay! After all, there are only so many hours in the day.
That being said, MPS providers do this every day and they’re committed to sharing that wisdom with customers.
Do your employees understand how much each printed page costs your business? Have they been instructed on when to print color vs. black and white? Or, when should they print documents one-sided vs. two-sided?
These are just three of the countless print decisions that your team members face every day—and each one impacts the bottom line. An MPS team will not only guide you in how these decisions affect your costs, but they’ll also offer solutions on keeping those costs down.
Get the Best Device For Your Business
An MPS provider may recommend replacing your current devices with more cost-effective options that'll work best with your business' unique needs.
Maybe your company chose to install a printer made for lower print counts or low toner yields to save money. However, if your company requires heavy print use, this mismatch likely means that you’re now spending far more than what was saved upfront. In the long run, the price of constantly repairing or replacing devices damaged by overuse will dwarf the cost of investing in the proper piece of equipment.
If the upfront cost is a factor, your MPS provider can set up a print leasing agreement so your business can install the ideal printer or copier without breaking your budget.
Want to get an idea of how much money your company can save in minutes? Click the button below and we'll create a quick breakdown of how using a managed print service can cut your costs.
Ready to reduce print costs at your company? We can't wait to help! Call our trusted, reliable managed print team at imageOne! Schedule a free, 15-minute Discovery Call today.