Do you have an optimized printing infrastructure? If not, you may be spending up to 41% more than you need to on document output. A recent IDC study of companies that optimized their printing infrastructure showed savings ranging from 8% to 41%. When it comes to deploying a network, printers are often an afterthought. However, paper and digital documents drive business processes. That’s why document devices like printers and multifunction systems play a vital role in any organization.
The Cost of a Fragmented Infrastructure
In most organizations, the fleet of output devices (printers, copiers, fax machines and multifunction systems) has evolved. Information Technology may have been responsible for printers, the Facilities Department responsible for copiers and the Telecommunications Group responsible for fax machines. The result is a redundant fleet of devices that do the same thing: put images on paper. These costs add up quickly when you consider that each device consumes electricity, uses specialized supplies, uses different print drivers and requires service.
Convergence of Technology
Recent advances have led to the creation of multifunction systems that package print, copy, scan and fax functions in one device. These systems offer the promise of consolidating devices to create a more sensible infrastructure. Fewer devices to manage, stock supplies for and provide electricity for, means lower costs.
Optimization Strategies
Following are several ways we help our clients optimize their printing environments:
- Device Consolidation
Departments with a printer, copier and fax machine sitting next to each other can benefit from consolidating these devices. In many cases, a few strategically placed multifunction systems can serve the needs of the workgroup while adding the convenience of scanning. more »
- Balanced Deployment
Practically speaking, not every location needs a multifunction system. Some applications require the convenience or security of a dedicated printer. On the other hand, some workgroups would see a boost in productivity if they didn’t have to walk down the hall to use a copier or fax. The reality is that the most effective way to minimize costs while maximizing productivity is with a balanced deployment of printers and multifunction systems. We can help you determine what mix of printers and multifunction devices would be best for your company. more »
- Standardization
Standardizing on one brand of printers and multifunction systems helps to reduce costs and improve the end user experience. Going a step further, standardizing on a few models of printers and multifunction devices within a brand, helps even more. Consider the benefits:
- You only stock supplies for a few devices
- End users enjoy similar operation on devices throughout the organization
- Similar print drivers and management tools simplify IT administration
- Reserve units can be stocked to minimize downtime more »
- Enhance Your Security
Most companies invest heavily to secure their computer networks from outside attack. However, you may still have a large risk exposure with internal information leaking out through an unsecured printer and MFP infrastructure. An unsecured printer and multifunction system infrastructure opens the door for easy information theft. Not only could this compromise confidential information, it could also increase litigation exposure and lead to penalties for violation of key government regulations that mandate privacy and security. more »
- Refresh Your Technology
Older printers typically cost more to operate than newer printers. We can help you refresh your fleet with current devices to reduce your total costs. Many of our clients like to set up their fleet to be refreshed on a regular basis. For example, you might choose to have 25% of your fleet updated each year. This would ensure that you always have the latest, most cost-effective technology in your office. more »
Contact us today to learn more about how we can help you optimize your fleet of printers and multifunction systems to save money.