Cutting costs by making print and infrastructure adjustments

Image: Cutting costs by making print and infrastructure adjustments

In any business, money is important. If steps can be taken to reduce outgoings, then the the chances are that senior figures within the organisation would jump at the chance to keep money within the company. Print and infrastructure adjustments are one simple cut, which can help you make savings instantly. With that in mind, here are our top tips on cost saving.

Streamline Your Printing Devices: Carrying out a detailed print audit and reviewing your print as a whole can increase efficiency and dramatically improve costs.  Using one uniform supplier often allows businesses to significantly reduce their fleet size and simplify the management of their print estate. One of the fundamental issues driving up print costs in many UK companies is the large number of ineffective desktop printers still in place across many organisations. In addition, many schools are still using a variety of different suppliers for their multi-functional devices (MFDs) which may not represent best value for money or the best service.  This can result in large fleets of devices producing high volumes of wasted documents, hard to manage networks and very little transparency. By streamlining your printing devices and suppliers, costs can be significantly reduced.

Prepare A Print Policy: One of the main aspects of this is communicating the policy amongst staff to ensure everyone is aware of the organisations print targets and the long term benefits of cutting down printing. Despite the ever-increasing pressure on businesses to cut costs from many angles, it’s surprising how few have a dedicated print policy in place providing clear guidelines and setting rules around print procedures across the business.

Utilise New Software Solutions: By introducing a print management solution – which can be linked to existing bio-metrics systems such as cashless catering - companies can save money and improve productivity. By enabling ‘Pull print’ functionality from within the print management software, staff can send documents to print to a variety of secure devices across a number of different offices, resulting in confidential print collections and driving down wastage. Print management software targeted specifically at schools such as ‘Papercut’ also allows the facilities management team to put ‘rules’ in place to ensure best practice printing is carried out at all times - ultimately driving down costs and reducing the school’s carbon footprint. Thousands of businesses across the UK are still not using any type of output print management software, resulting in very little control, and ever-increasing waste and costs, however by simply introducing new software solutions, all of these negatives can be avoided and savings can be made.

Remember To Negotiate: When reviewing their print infrastructure and going through the procurement process, UK-based companies should be looking at negotiating operating leases rather than standard leases with suppliers. These contracts usually offer a much lower rate of lending as well as prohibiting suppliers from carrying out costly mid-contract upgrades and providing hardware that is a certain percentage (usually 70%) over the RRP. 

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