Auditing Your Device Usage – Print & Copy Recommendations

Over the past series of blogs we have encouraged you to conduct a stock take of how many copy & print devices are in use in your organisation, and outlined to you how to determine how many pages each device produces, as well as how much you are paying per page.

In out last publication in this series we want to outline what you can do with this newly obtained information.

For a while, industry experts would have encouraged you to consolidate all small & expensive devices and bindle your copy & print on a smaller number of large devices which traditionally are low in operating posts and can offer a low TCO if they are intensively used.

However before you get a skip bin and throw out all those personal and distributed devices you may want to look at the impact on your staff productivity. In some situations, it may be more economical to live with a higher TCO but leave a local device in place to avoid severe impact on your staff productivity. Here is an example – you may save a few cents per page of print for your Customer Service staff but for that, you may lose several minutes of valuable phone time per hour because staff have to leave their desks to collect the each calls’ documentation from a central printer. If this means that calls go unanswered or you need more staff, you are looking at losses or higher costs well in excess of your savings.

Another option to retain local devices is to restrict their use to truly casual & local need, and ask staff to print & copy larger jobs on less expensive devices. Where education & appeal fail to change the user behaviour, output management software with rules what users can and can’t do. Your TCO analysis will also show that not all small devices are the same when it comes to TCO.
Some brands are less and others are more expensive, even within one brand, models can vary wildly in regards to their TCO. Variations in both directions can also be observed between older and newer models. So the only rule we can really point you to – look at the TCO consistently before you make a decision. And don’t forget - you may be able to relocate smaller devices with a lower TCO to locations where they are still required before you look at replacing any of the current models with new ones that offers a lower TCO.

Did we mention colour yet? A colour copy or print typically costs you several times more than a monochrome document, so unless colour is justified it should be avoided to reduce your overall expenses.

So when you analyse your current fleet with your newly obtained TCO information we suggest that you ask the following questions:

  • Are there any documents produced in colour that don’t need to be in colour?
  • Do you have any devices that can be removed without any negative impact on staff productivity or where the negative impact is lower than the potential savings from removing the local device?
  • If a few local devices need to stay – are they the devices that are the least expensive to operate?
  • Are your users choosing the more cost effective central devices for their larger jobs?

Thank you for your interest in this series of blogs and best of luck on your quest to a better understanding of your print & copy expenses.
Should you any questions or would like to utilise our expertise to make a Managed Print Services happen in your organisation Contact Us