How to automate print in your company employing print management software.

Most companies have the option to insource or outsource their document printing and manage document flow thereby managing print costs.

Print management software helps companies gain control and management of their printing to reduce costs, increase document security by automatically enforcing printing rules, authenticating users and identifying and allocating document costs.

I’ve exemplified the benefits that can be had by outsourcing documents and demonstrated effective ways where organisations can save money.

But, what if an organisation can’t or simply wont outsource these business processes due to system limitations or compliance to a specific process and or system?

Like every story there are always two sides.

What can a company do to ensure its paper flow is…

kept flowing?

Implementing a strategic print management software application can ensure you automatically control and manage how print flows through your organisation satisfying three primary objectives:

• improve productivity
• maximise time
• reduce paper

Using a print management application with effective print controls automates and optimises the way print moves around a building. Setting specific print controls and denying users printing from certain open applications such as email and automatically re-routing that task to the most cost effective printer such as a mono printer rather than an ink guzzling colour cartridge printer can help drive down the print costs for a company.

Industry analysts estimate that over 44% of printing is unncessary. We print things more than once, instead of selecting the pages we print which might only be one page we end up hitting the “print all” button.

Wasted paper, consumables, escalating electricity bills are the hidden costs behind unnecessary printing therefore opting for print management software helps companies regain control and management of their printing to reduce costs and increase productivity. 

By measuring, monitoring and managing print activity, print management software provides a way for companies to gain a clearer picture of a company’s printing needs and then enables the effective deployment of equipment to meet those needs without spending capital on printing technologies that are either inappropriate for the tasks required or are so costly that the ROI will take years.

The deployment of print management software tools within an organisation helps employees become more aware of their printing habits, provides tools to enforce print policies by re-routing print jobs to cheaper printers, reduce print/copy costs, improve document security on the network and eliminate waste and inefficiencies within an enterprise.

What exactly does a managed print service do for a company?

• An MPS (Managed Print service) tracks print, copy and scan activity company wide
• Allocate document costs to a department or office
• Set and enforce print/copy quotas to prevent paper waste
• Makes printing easy and convenient and more secure
• Re-direct print jobs to more cost effective devices
• Reporting functionality which enables a company to keep print costs down

Deploying a cost effective print managed service can save a company money if implemented in the right way.

What do you do to keep print costs down?

What strategies have you employed to reduce the amount of paper that flows through your company?

Let me know what has worked and what hasn’t?

If your company is slowly going under paper then call us to discuss your requirements.

In the first instance we will do a print audit  free of charge.

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