Office Printers – Keeping Daily Costs Under Control

Executif Summary About Office Printers By Jimi St. Pierre

Office Printers

Even a moderately-sized business can expect to find the daily business of print cost management a major challenge in terms of cost control. Without an overall strategy for printer acquisition and maintenance, daily print costs can spiral out of control.

Print Auditing and Control Systems

The effective answer to the problem is to consider a software solution which enables an analysis and then a real-time controlling system. The two-pronged approach of analysis and implementation are discussed here.

Printing Analysis

The first step to reduce printing costs is – naturally enough – to analyse the existing print volumes. Print analysis software enables a business get a grip on printing costs by answering the following questions:

• Which staff member is printing?
• What is being printed?
• Where are the print jobs going?
• Which printer in your organisation is used the most?
• How big is each job?

After the Analysis – The Implementation

After the analysis, installed print cost reduction software will allow proactive choices, for example to restrict colour usage by user, to enforce printing limits and redirect expensive print jobs to the most efficient printing device.

Once the analysis phase it set up and running, then print cost reduction software can assist cost-saving changes in working methods.

Some Example Changes to Print Processes

With print tracking analysis software, this situation can be identified and the jobs swapped accordingly.

Again, you can direct jobs to the new digital copier when printing large documents, rather than an older inkjet printer to reduce printing costs. Most print cost management software will either suggest or force users to print to more efficient printers based on the size of the print job. Additionally, you might want to disallow colour printing from specific individuals or disallow black and white printing to colour devices, and of course, configure individual printers to do only duplex (double-sided) output to save costs.

Most reporting tools will also provide electronic records with the name of every document printed, who printed it, and when it was printed.

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