Printers are essential for most businesses to function. But with so many printers and copiers, especially for large businesses, it can be difficult to ensure they continue running efficiently and cost-effectively.
Print management services are a great way to solve this problem as there are many reasons why choosing to invest in this can save you money in the long run.
What are print management services?
Print management services optimise the use of printers and printing devices within your business. These services offer a comprehensive approach to controlling costs, improving operational efficiency, and enhancing security.
By monitoring and maintaining your printing infrastructure, your print management company can identify and address inefficiencies, reduce unnecessary printing, and create a more efficient printing workflow.
Are you overspending on printing?
You may not realise it, but the way you’re using your printers could be costing you much more than you think. When it comes to printing, there are often unseen culprits that can rack up the pounds, just a few include:
- Waste of print consumables like toner, paper etc. The build-up of waste can lead to increased costs and impact the overall sustainability and budget of the business.
- High expenses for IT infrastructure. Significant expenses can build up from the acquisition, deployment, and maintenance of servers and endpoint devices needed to support printing operations.
- Time allocated to print-related support. Both users and IT staff can end up spending a considerable amount of time addressing print-related issues which can divert time and attention away from other important business.
- Productivity losses from printer downtime. When printers frequently malfunction, it can lead to significant productivity losses and disrupt business operations causing delays in important tasks.
- Excessive time spent on deployments and driver management. The deployment of new printers and the management of drivers requires extensive time and resources which can complicate IT operations.
If you combine all of the above, you’ll likely realise just how much you are spending on your printing services that could be allocated elsewhere. This is preventable with the right print management system that is tailored to your business.
How can print management services reduce costs?
Printing can be a huge expense for any business with the toner, ink, paper, and time spent on running the printers and fixing issues. However, with dedicated print management services, you can sit back and relax knowing you aren’t wasting any extra money and time on your printing needs. Here are some ways in which print management services can reduce costs.
Newer technology
The latest printing technologies are much more efficient, reliable, and cost-effective compared to outdated models. Modern printers often have lower operational costs and advanced features that reduce energy consumption. And, not to mention, they’re much easier to use providing better value for money.
Newer printers also usually include built-in money-saving technologies like more conservative ink usage, less training time, and minimal maintenance. Essentially, anything that makes your job easier and more effective is saving you money in the long run.
Print tracking
Print management services can provide software to allow businesses to track and analyse print usage. This shows you data such as misprints, abandoned print jobs, ink and toner levels, and more to help you manage your waste to reduce costs and remain eco-friendly.
Tracking your prints also allows costs to be spread across different departments. This promotes accountability and encourages conscious printing behaviour which can reduce costs in the long run.
No unexpected fees
It’s often the case that when you need technology the most, it fails. Even the best office printing technologies need regular maintenance to perform to the best of their ability. With a purchased printer, resolving issues can severely impact your budget.
With print management services, you don’t have to worry about these unexpected costs if your printer needs attention. Your print service provider is on hand whether you need a quick troubleshooting call or an engineer to fix a fault – all included in your fees. This protects you during print emergencies and offers even more value for money.
Decreased employee downtime
With traditional purchased printers, employees could spend hours trying to fix or resolve print issues. However, print management services cut costs by reducing employee downtime as the need for employees to repair printers is removed completely. Because print management services ensure reliable printing resources and include maintenance, it enhances productivity and reduces the time employees will spend at the printer.
Conscious printing
Print management services offer more than just efficient printing. By implementing a system with included support and management, you can promote a more conscious use of print technology. Many businesses are striving to become more eco-friendly to support a greener environment and also cut costs on consumables like ink and paper.
While printing remains essential for most offices, a managed print service with accurate monitoring helps quickly and easily reduce costs and waste.
Should I invest in print management services?
Print management services provide businesses with improved insight into print usage, the health of their print devices, and the costs spent over time. This means you get to keep track of your printing and manage it more efficiently.
At SOS Systems, we have over 30 years of experience in providing print management to a range of businesses in the Southeast of England. We help customers save money on their print services whilst improving efficiency among employees.
