{"id":790,"date":"2020-02-27T18:30:00","date_gmt":"2020-02-27T18:30:00","guid":{"rendered":"https:\/\/www.imageoneway.com\/blog\/what-is-the-best-print-cost-reduction-software-for-business"},"modified":"2023-12-20T19:04:56","modified_gmt":"2023-12-20T19:04:56","slug":"the-best-print-cost-reduction-software","status":"publish","type":"post","link":"https:\/\/www.imageoneway.com\/blog\/the-best-print-cost-reduction-software","title":{"rendered":"What Is the Best Print Cost Reduction Software for Business?"},"content":{"rendered":"<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Something that most companies have in common is the desire to save money with little effort. One of the easiest ways to do that is by reducing how much your office prints. <\/span><\/p>\n<p>The truth is that the price of paper, ink, toner, and the devices themselves all add up. However, many of these business expenses can be significantly cut down by implementing a few <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"\/blog\/6-fast-easy-ways-to-reduce-print-costs-at-your-business\" target=\"_blank\" rel=\"noopener\">key print reduction strategies.<\/a><\/span><\/p>\n<p><!--more--><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">One of our favorite methods is the use of cutting-edge print reduction software which offers incredible cost savings and security to organizations within any industry.<\/span><\/p>\n<h2 style=\"font-size: 30px; line-height: 1; font-weight: bold;\"><span style=\"color: #e69138;\">Is your in-office printing out of control?<\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Here&#8217;s the thing\u2014most of us are stuck in a loop of bad print habits. After all, most of us have been printing the same way for years, if not decades! We don&#8217;t even think twice before clicking &#8220;print&#8221; at the office.<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">But if saving money is a company priority, then you need to start taking print reduction seriously. Here are a few facts that should alert you on how closely\u00a0 business costs are tied to print:<\/span><\/p>\n<ul>\n<li style=\"line-height: 1.5;\"><span style=\"color: #666666;\">The average office worker prints <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"https:\/\/mashable.com\/2014\/04\/22\/earth-day-paper-infographic\/\" target=\"_blank\" rel=\"noopener\">10,000 pages per year<\/a>\u00a0<\/span><\/span><\/li>\n<li style=\"line-height: 1.5;\"><span style=\"color: #666666;\">About 2-3% of a company&#8217;s revenue goes towards print costs<\/span><\/li>\n<li style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Printer ink and toner are <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"https:\/\/www.bbc.com\/worklife\/article\/20180530-nine-surprising-things-worth-more-than-this-shimmering-metal\" target=\"_blank\" rel=\"noopener\">more expensive than gold<\/a><\/span><\/span><\/li>\n<li style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Nearly a quarter (23%) of all<span style=\"color: #e69138;\"> <a style=\"color: #e69138;\" href=\"\/blog\/three-printing-stats-that-are-terrifying-to-your-it-budget\" target=\"_blank\" rel=\"noopener\">IT requests are printer-related<\/a><\/span><\/span><\/li>\n<li style=\"line-height: 1.5;\"><span style=\"color: #666666;\">60% of companies have lost data due to a <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"https:\/\/smallbiztrends.com\/2019\/02\/printer-security-breach.html\" target=\"_blank\" rel=\"noopener\">print network breach<\/a><\/span><\/span><\/li>\n<\/ul>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Pretty surprising, huh? These are just a few reasons why organizations often spend thousands more than they should on print costs every year. <\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Thankfully, with a strong print strategy and some new print cost-reduction software, companies can easily rein in these expenses. Let&#8217;s dig into the top ways to decrease print expenses and go over our favorite programs for every solution.<br \/>\n<\/span><\/p>\n<h2 style=\"font-size: 30px;\"><span style=\"color: #e69138;\"><strong>Software to Increase Awareness<\/strong><\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">How many of those 10,000 sheets of paper printed by employees every year are actually necessary? Especially in our increasingly paperless world, it&#8217;s probably even less than we imagine.\u00a0<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Print reduction software enables companies to gain visibility on where the print waste is occurring in their organization. This allows you to better control and monitor wasteful printing.\u00a0<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">For this, we typically recommend a program called<span style=\"color: #e69138;\"> <a style=\"color: #e69138;\" href=\"https:\/\/www.papercut.com\/\" target=\"_blank\" rel=\"noopener\">PaperCut<\/a>.<\/span> By installing PaperCut, the average business will likely cut its total print volume by a staggering <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"\/blog\/why-is-printing-so-expensive-how-to-control-your-print-costs-with-papercut\" target=\"_blank\" rel=\"noopener\">20% in the first year alone<\/a>!<\/span><\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">The reason for the significant price reduction is all about making employees aware of how their actions and behaviors drive print expenses. PaperCut puts the impact of those actions front and center so your team can make the best choice. Better yet\u2014it usually takes less than an hour to install and deploy and is incredibly secure.\u00a0<\/span><\/p>\n<p style=\"line-height: 1.5;\"><a href=\"https:\/\/www.www.imageoneway.com\/download-the-6-mistakes-businesses-make-with-their-printers\" rel=\"noopener\"><img decoding=\"async\" style=\"width: 391px; margin-left: auto; margin-right: auto; display: block;\" src=\"https:\/\/f.hubspotusercontent00.net\/hubfs\/1983701\/Free%20Checklist.png\" alt=\"Free Checklist businesses make with with printers\" width=\"391\" \/><\/a><\/p>\n<h2 style=\"line-height: 1.5; font-size: 30px; font-weight: bold;\"><span style=\"color: #e69138;\">Implement Soft and Hard Rules<\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">One way PaperCut cuts costs is with pop-up messages based on pre-determined soft and hard rules. With soft rules, messages will inform end-users when they are printing wastefully, like printing single-sided pages when they could print them duplexed. From there, users can decide whether to continue or instead choose a more cost-effective alternative.<\/span><\/p>\n<p>With a hard rule, an end-user won&#8217;t be allowed to print anything that the company has identified as unnecessary for this particular job. Or, it will automatically change the print specifications based on a predetermined rule.<\/p>\n<p>Rules and pop-ups can be fully managed by department, individual, or job function. We typically suggest that an organization start by implementing two or three rules that will have the greatest effect and rolling out more from there.<\/p>\n<h2 style=\"line-height: 1.5; font-size: 30px;\"><span style=\"color: #e69138;\"><strong>Enact Two-Step Authentication for Print<\/strong><\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666; background-color: transparent;\">How many times have you printed something only to realize that you&#8217;ve made a mistake, printed the wrong page, or maybe don&#8217;t need it at all? PaperCut&#8217;s two-step authentication process ends this problem by making employees think twice before paper and ink are used for a print job.\u00a0<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\"><span class=\"hs-search-highlight hs-highlight-html\">An employee must approve a job twice before it&#8217;s released from the queue to print with two-step authentication. <\/span><span style=\"color: #666666;\">First, they press &#8220;print&#8221; from their computer. Then, they must approve it again on the device itself using a PIN or ID card.<\/span><\/span><\/p>\n<p><span style=\"color: #666666;\">If it&#8217;s never approved the second time, it&#8217;s eventually deleted from the queue.<\/span><\/p>\n<h2 style=\"font-size: 30px;\"><span style=\"color: #e69138;\"><strong>Monitor Your Employee&#8217;s Print Use<\/strong><\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Another smart solution to cut down on paper costs is by actively monitoring your employee&#8217;s print use. This gives you a complete insight into your company&#8217;s print, copy, scan, and fax activity so your organization can make strategic decisions.<\/span><\/p>\n<p>Is someone regularly racking up more expenses than everyone else? Now you&#8217;ll know for sure and can educate them on better print practices.<\/p>\n<p>Going back to PaperCut\u2014they have a great monitoring program that allows you to see <strong><em>who<\/em> <\/strong>is printing, <strong><em>what<\/em> <\/strong>is being printed, <strong><em>where<\/em><\/strong> printing is being done, and <strong><em>when<\/em> <\/strong>pages are being printed on both network and non-network printers.<\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Here\u2019s a PaperCut print usage report example from the imageOne offices:\u00a0<\/span><\/p>\n<p><em><img decoding=\"async\" style=\"width: 600px; display: block; margin: 0px auto;\" src=\"https:\/\/cdn2.hubspot.net\/hubfs\/1983701\/printreductionreport1-1.jpg\" alt=\"printreductionreport\" width=\"600\" \/><\/em><\/p>\n<p><span style=\"color: #666666;\">Pretty handy, right?!<\/span><\/p>\n<h2 style=\"line-height: 1.5; font-size: 30px;\"><span style=\"color: #e69138;\"><strong>Digitize Your Paper Document Process<\/strong><\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Going digital isn&#8217;t just great for your workflow and for the environment. It&#8217;s also great for your bottom line.<\/span><\/p>\n<p>Just think how much money goes into purchasing paper, ink, toner, and devices\u2014not to mention the cost of labor for the IT team and help desk when it comes to printer problems.<\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Now, just imagine the financial impact if you could even turn a fraction of your workplace paperless. You&#8217;d buy less paper, and fewer toner cartridges, allow IT to focus on other initiatives\u2014and maybe even avoid having to buy or lease a new printer altogether!<\/span><\/p>\n<p>Simply scanning old documents for repurposing or creating more digital documents in the first place is an easy way to begin going paperless. However, there are some robust tools and software that can expedite the process and streamline current labor-intensive workflows as well.<\/p>\n<p>One favorite of these document digitization tools is called <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"http:\/\/www.laserfiche.com\" target=\"_blank\" rel=\"noopener\">Laserfiche<\/a>.<\/span> In short, Laserfiche provides organizations with a<span style=\"color: #e69138;\"> <a style=\"color: #e69138;\" href=\"\/blog\/why-should-my-company-get-a-document-management-system\" target=\"_blank\" rel=\"noopener\">modern, cloud-based document storage system<\/a>.<\/span> No longer are you storing thousands of pages in file cabinets or stuffed inside desks? Now, it&#8217;s all available from a simple web portal.<\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">It&#8217;s not only easier but by eliminating the need for so much paper, it saves serious money on print costs.<br \/>\n<\/span><\/p>\n<h2 style=\"line-height: 1.5; font-size: 30px;\"><span style=\"color: #e69138;\"><strong>Install Print Network Security Software<\/strong><\/span><\/h2>\n<p><span style=\"color: #666666;\">Avoid falling victim to hackers by installing one of many powerful print security tools on the market.\u00a0<\/span><\/p>\n<p><span style=\"color: #e69138;\"><span style=\"color: #666666;\">Too often, businesses overlook <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"\/document-security\" target=\"_blank\" rel=\"noopener\">printer cybersecurity threats<\/a>.<\/span> This is a serious mistake. Print devices are computers too, and this oversight leads to millions of lost dollars every year\u2014not to mention the confidence of your company&#8217;s valued customers.<\/span><\/span><\/p>\n<p><span style=\"color: #e69138;\"><span style=\"color: #666666;\"><a href=\"https:\/\/www.www.imageoneway.com\/5-point-printer-security-checklist\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" style=\"width: 394px; display: block; margin: 0px auto;\" src=\"https:\/\/cdn2.hubspot.net\/hubfs\/1983701\/Untitled-1-01-1.png\" alt=\"Untitled-1-01-1\" width=\"394\" \/><\/a><\/span><\/span><\/p>\n<p><span style=\"color: #e69138;\"><span style=\"color: #666666;\">Many of our favorite print security programs are developed by<span style=\"color: #e69138;\"> <a style=\"color: #e69138;\" href=\"https:\/\/www8.hp.com\/us\/en\/solutions\/business-solutions\/printingsolutions\/devicesecurity.html\" target=\"_blank\" rel=\"noopener\">HP<\/a>.<\/span> As a computer company first and foremost, they know their way around creating secure software. Some of these great HP Security software tools and solutions are:<\/span><\/span><\/p>\n<ul>\n<li><span style=\"color: #666666;\">HP Sure Start<\/span><\/li>\n<li><span style=\"color: #666666;\">HP Connection Inspector<\/span><\/li>\n<li><span style=\"color: #666666;\">HP Whitelisting<\/span><\/li>\n<li><span style=\"color: #666666;\">Run-time Intrusion Selection<\/span><\/li>\n<\/ul>\n<h2 style=\"line-height: 1.5; font-size: 30px;\"><span style=\"color: #e69138;\"><strong>Take Advantage of Reporting Tools<\/strong><\/span><\/h2>\n<p><span style=\"color: #666666;\">The benefits of print cost reduction software can only go so far if you&#8217;re not actively monitoring the results. Without regular reports and cost summaries, there&#8217;s no way to know with accuracy how much you&#8217;re saving and how it translates to your business&#8217; final print costs.<\/span><\/p>\n<p><span style=\"color: #666666;\">That&#8217;s why it&#8217;s important for your team to consistently track and monitor your results using each program&#8217;s analytics tools. If you have a <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"\/managed-print-services\" target=\"_blank\" rel=\"noopener\">managed print partner<\/a>,<\/span> they can take care of this task entirely, while also filling you in on all reporting, as well as offering advice for additional savings.<\/span><\/p>\n<h2 style=\"line-height: 1.5; font-size: 30px;\"><span style=\"color: #e69138;\"><strong>How Does Cost Reduction Work With an MPS Partner?<\/strong><\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Most managed print services will recommend running the software for 30 days after installation to test where the wasted print is happening. During the 30-day test, employees will see no difference in their printing experience. <\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">After 30 days, we will analyze the test results to identify print waste and associated costs. The print reduction software has hundreds of pre-built reports that will easily allow us to identify waste. <\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">The biggest print waste offenders are often based on color printing, excessive printing of the same print job, the use of expensive devices, and not taking advantage of duplex printing.\u00a0<\/span><\/p>\n<h2 style=\"font-size: 30px; line-height: 1.5;\"><span style=\"color: #666666;\"><strong><span style=\"color: #e69138;\">What&#8217;s Next?<\/span><\/strong><\/span><\/h2>\n<p style=\"font-size: 16px; line-height: 1.5; font-weight: normal;\"><span style=\"color: #666666;\">By utilizing software platforms like PaperCut, Laserfiche, HP Security, and more\u2014and following the results from their reporting tools\u2014your company can finally grasp what\u2019s truly happening within your print environment and save serious money.<\/span><\/p>\n<p style=\"font-size: 16px; line-height: 1.5; font-weight: normal;\"><span style=\"color: #666666;\">There are many other carefully tested print reduction software options as well, each with its pros and cons. Your MPS partner will help you determine what program is best for you, depending on your objectives.\u00a0<\/span><\/p>\n<p><span style=\"color: #666666;\">A return on investment for print cost-reduction software is typically seen in just a few months. Most organizations are amazed by what they discover from the results of a 30-day printing assessment, including where the waste is and how they can reduce costs.\u00a0<\/span><\/p>\n<p><span style=\"color: #666666;\">Ready to find the right print reduction software for your company? Then <\/span><span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"\/schedule-a-discovery-call?hsCtaTracking=32523893-31dc-4d44-9621-8c43521162fa%7Ca7bda810-fdcb-4952-b508-a8341b2d1e5a\" target=\"_blank\" rel=\"noopener\">schedule a complimentary Discovery Call<\/a><\/span> <span style=\"color: #666666;\">with imageOne! We can&#8217;t wait to work with your business and cut your costs!<\/span><\/p>\n<p><!--END COPY CODE--><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Something that most companies have in common is the desire to save money with little effort. One of the easiest ways to do that is by reducing how much your office prints.<\/p>\n","protected":false},"author":5,"featured_media":791,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[1],"tags":[53,44,33,23,32,25,48],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>What Is the Best Print Cost Reduction Software for Business? - imageOne<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.imageoneway.com\/blog\/the-best-print-cost-reduction-software\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"What Is the Best Print Cost Reduction Software for Business? - imageOne\" \/>\n<meta property=\"og:description\" content=\"Something that most companies have in common is the desire to save money with little effort. One of the easiest ways to do that is by reducing how much your office prints.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.imageoneway.com\/blog\/the-best-print-cost-reduction-software\" \/>\n<meta property=\"og:site_name\" content=\"imageOne\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/theimageoneway\/\" \/>\n<meta property=\"article:published_time\" content=\"2020-02-27T18:30:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2023-12-20T19:04:56+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.imageoneway.com\/wp-content\/uploads\/iStock-1061693648-scaled.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"2560\" \/>\n\t<meta property=\"og:image:height\" content=\"1707\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Chris Mee\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@ImageOneWay\" \/>\n<meta name=\"twitter:site\" content=\"@ImageOneWay\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Chris Mee\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"8 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.imageoneway.com\/blog\/the-best-print-cost-reduction-software#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.imageoneway.com\/blog\/the-best-print-cost-reduction-software\"},\"author\":{\"name\":\"Chris Mee\",\"@id\":\"https:\/\/www.imageoneway.com\/#\/schema\/person\/01533337426f776c3ae329157de2efd5\"},\"headline\":\"What Is the Best Print Cost Reduction Software for Business?\",\"datePublished\":\"2020-02-27T18:30:00+00:00\",\"dateModified\":\"2023-12-20T19:04:56+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.imageoneway.com\/blog\/the-best-print-cost-reduction-software\"},\"wordCount\":1504,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.imageoneway.com\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.imageoneway.com\/blog\/the-best-print-cost-reduction-software#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.imageoneway.com\/wp-content\/uploads\/iStock-1061693648-scaled.jpg\",\"keywords\":[\"Document Management\",\"imageOne\",\"IT Strategy\",\"Managed Print Services\",\"PaperCut\",\"Print Reduction\",\"Security\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.imageoneway.com\/blog\/the-best-print-cost-reduction-software#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.imageoneway.com\/blog\/the-best-print-cost-reduction-software\",\"url\":\"https:\/\/www.imageoneway.com\/blog\/the-best-print-cost-reduction-software\",\"name\":\"What Is the Best Print Cost Reduction Software for Business? 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