Unleashing Hidden Savings: A Strategic Approach to Business Printing

Printing is a significant cost for businesses, an unavoidable necessity demanding strategic attention. There is a right and wrong way to go about this, as it is something beyond toners and cartridges; there’s an unexplored realm of savings. Commonly, the wrong way people go about it is by opting for subpar printer brands and cheaper, often Chinese, toners. While seemingly cost-effective initially, these choices can lead to long-term disruptions and compromised print quality. Another prevalent error is focusing solely on comparing toner prices rather than evaluating the overall cost per page when transitioning to different printers, resulting in inefficiencies.

These inefficiencies can lead to increased downtime due to the lack of quality and reliability from cheaper products. This, in turn, has major effects such as operational blockages, proving problematic and potentially harmful for businesses. Relying on subpar printing options not only affects daily efficiency but also has broader negative impacts on overall business operations. Therefore, adopting a more strategic approach to printing choices is crucial to avoid the risks associated with suboptimal solutions.

The first step to printing cost efficient is carefully selecting the right printer by considering the overall cost per page. While the initial acquisition cost is a crucial consideration, the sole focus on it often leads companies to opt for smaller printers, assuming they are more cost-effective. However, the overlooked truth is that smaller printers frequently incur higher costs per page compared to larger multifunctional printers (MFPs) like the HP M880z. Moreover, businesses ignore the total cost of operation over a period of time. The cost of the printer, toner cartridges, consumables, and service costs, divided by the number of pages printed over a period of time provide a comprehensive understanding of the cost per page. As an example the common HP LaserJet M283 has a cost per color page of around AED 0.70, whereas the top-of-the-line HP Laserjet M880z’s costs per page is only AED 0.40, resulting in savings of 57%. Therefore, it is clear that in the long run, investing in such MFPs can result in savings of almost 60%, with fewer breakdowns, minimal issues, and a higher number of pages printed per set.
One reason businesses hesitate to invest in such MFPs is the upfront cost, especially when compared to smaller printers like the HP M283, priced at approximately AED 1,400 versus the HP M880z at approximately AED 30,000. However, over five years, the cumulative spending on smaller printers surpasses that on MFPs, highlighting the importance of a long-term perspective.

Secondly, print monitoring services are essential for businesses seeking to understand, optimize, and analyse their internal printing landscape, which can further reduce printing costs and save organizations as much as 30%. Knowing where and how much your company spends on printing is critical for efficiency and cost-effectiveness. Implementing print monitoring software, such as PrintFleet, is advised to achieve this understanding. This software tracks all printers within the network and provides insights into each printer’s usage. This in return allows traffic to be directed to larger MFPs on the network instead of printing higher volumes on smaller printers that attract a higher cost per page. Additionally, it offers alerts for cartridge replacement, due services, and proactive alerts to schedule services without disrupting daily operational printing needs. This avoids unnecessary delay in time while asking for assistance with the help desk. As per HP, 40% of all I.T. / help desk calls are printer related. As organizations strive to trim costs, enhance productivity, and improve customer-employee relationships, shifting from reactive to proactive strategies becomes vital.

Additionally, by implementing print management systems according to insightful research from Gartner, most companies stand to reduce their print-related costs by a remarkable 20 to 30 percent by addressing inefficiencies. Efficiency in printing goes beyond hardware; it explores the realm of software solutions. A prime example is the implementation of print management software such as Epaper, myQ, Papercut, and more. They are transformative tools that help control costs and prevent unnecessary wastefulness when printing. These software allow companies to decide who can print and how much, avoiding excessive use of ink and paper. By allocating precise print quotas to departments and imposing restrictions, the software reduces waste and increases the lifespan of toner cartridges, contributing to heightened efficiency. In simple terms, such software is like a helpful friend that makes sure everyone prints what they need without wasting resources. A paper collection study found that 8 percent of pages printed in the library were never claimed. By implementing print management software the total number of pages printed in a semester was reduced by 32 percent from Fall 2009 to Fall 2011 and increased the lifespan of toner cartridges so they would perform more efficiently (Dempsey et al., 2012).

Lastly, the journey towards optimal printing practices doesn’t end there. A substantial leap awaits businesses that embrace GreenTech products. Opting for reliable remanufactured printers not only fosters a sense of environmental responsibility but mainly delivers substantial cost savings. It removes the high upfront financial burden to acquire these printers, that makes it almost prohibitive for companies to deploy higher numbers of large format printers. A professionally remanufactured printer typically costs only 60% of the price of new.

Moreover, remanufactured toner cartridges can contribute another 30%-40% cost reduction versus their OEM counterparts. Some businesses do not approve remanufactured products. Instead of restrictive policies a better approach might be to select carefully experienced reputed providers adhering to various product, quality, and management standards such as STMC and ISO standards. The Council of European de Remanufactures, provide clarity regarding their quality and reliability. Beyond the cost savings on printers and cartridges, the adoption of GreenTech solutions position organizations as a responsible player in shaping a greener future for generations to come.

In conclusion, mastering the art of business printing requires a complete and strategic approach. From choosing the right printer to embracing proactive monitoring, implementing efficient software solutions, and adopting environmentally friendly solutions. Every step plays a crucial role in unlocking hidden savings without compromising quality and reliability. This journey is not just about cutting costs; it’s about creating a sustainable and efficient printing ecosystem that benefits both the organization and the planet. As businesses navigate the complex seas of operations, conquering the realm of printing becomes a pivotal milestone in the pursuit of lasting success.

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