Operating expenses for businesses can rapidly get out of control for seemingly no reason at all. When managers dig into the details, however, it is often the most benign items that are the culprit.
Office printing expenses can be one of those expense items that slowly increase to a point that something must be done. Document printing can get out of control quickly when there are no safeguards or restrictions in place. Personnel may innocently think they are being productive when they instinctively print out various documents, but instead they could be adversely impacting your profitability.
- The Xerox ConnectKey solutions can help you to take control of your printing expenses along with several other expense areas.
- Apply user restrictions so that certain types of documents route to specific printers or can be printed only by particular users.
- Set default printing options so that double sided printing is utilized or time restrictions are implemented to keep documents from printing outside of business hours.
- Track and analyze who is printing and how much to better optimize office efficiency.
- Utilize routing capabilities to reduce the need for printing. Instead documents can be scanned and routed via email or stored based on workflow requirements.
- Incoming faxes can be routed to email instead of printed, which would save on printing expenses.
- Utilize 3-tier color print billing capabilities to reduce the costs based on the amount of color that is used. For example a small color logo for letterhead would not be as expensive as a color PowerPoint presentation.
- Energy efficient multi-function printers (MFP’s) can take up less space than a printer, fax, scanner and copier while performing the same functions. MFP’s will use substantially less electricity as well, making your office footprint and your carbon footprint smaller.
- Optimize printing to use the least amount of toner for internal documents such as emails, while making the best use of high quality print documents for presentation and legal documents.
An often overlooked benefit of Managed Print Services is the increase in productivity for the office. The right documents are processed with a higher degree of quality and with fewer process steps in between.
Your office operating expenses could be rising right now. It is time to get your document and printing expenses under control by implementing the right tools for your specific business operations. By conducting a printing and office equipment assessment you can discover what hidden costs you have and how they can be rectified with the right office solutions.
To find out how much your business is currently spending on print, click here for your free print assessment:
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