How to save money using your photocopier
For many businesses, the cost of running a printer or photocopier fleet is a constant (and expensive) frustration. These same businesses limit the use of their copier to just it’s very basic functions, such as printing, scanning, faxing and emailing, and these people are unaware of the full potential of the equipment they have at their disposal.
At Print Logic, managed print experts and print cost reduction leaders in the North West and Birmingham, we make it our top priority to bring cost effective benefits to every one of our customers so that they can save money and maximise productivity using their photocopier.
Below are a few tips which you can use to get some quick money saving wins with your copier.
Print Policies and reporting
Have you ever accidentally printed something off in colour instead of black and white? Or maybe you’ve sent a print job to the office’s expensive production printer instead of the usual one? Easy mistakes like this happen every day in every office in the world, and the cost of these accidents mount up, especially when you consider the annual cost.
With the right solutions and an expert’s input, you can set up special processes and policies which will discourage bad printing practices such as unnecessary colour printing, single sided printing or overusing email printing, which ultimately saves money.
Regular reports can also be generated, allowing managers and department heads to identify what’s eating up their printing budget, so they can act on this and reduce costs overnight. These reports range from Largest Print Users, to Busiest Printers, and can be in either PDF, HTML or CSV format and they can be from as far back as you need.
Set Up Rules and alerts
Setting up rules and alerts for your office photocopiers will help shave costs off those monthly overheads, and also allow managers to proactively resolve any potential issues before they become a problem to reduce printer downtime (and therefore maintain productivity).
Alerts can be set up to let an administrator know that things like printer jams, low toner levels and other printing errors have occurred, so that they can be acted on immediately – drastically reducing the amount of time this could take to be resolved if the issue was reported via word of mouth.
Filters and restrictions can also be set up by either a designated leader in the office or your managed print supplier. With these filters in place, you can set up rules which automatically stop jobs of certain names/types - a great way to stop someone accidentally printing the "accounts.xls" file that results in 20,000 pages!
Additional filters can be set up to do things such as automatically detecting and deleting duplicate jobs, preventing large jobs from being printed on slow printers or to catch invalid paper sizes - no more "manual feed" or "Load A5" blinking messages!
All manner of rules and alerts can be set up, and these can be tailored and refined by a print expert. The end result is that their application will save money, time and a lot of work – all through a simple photocopier add-on.
Consolidate your printing fleet - make your copier the main device
Do you have a large number of printers throughout your office, or maybe a mixture of printers, scanners, and fax machines scattered everywhere? Do you know that one photocopier can do the job of a whole office’s worth of single function devices?
If this is the case, it’s usually a good idea to wipe the slate clean and get one or two high-speed Multifunction Devices (the technical name for a modern copier) which will perform all of these device’s purposes from one platform.
Reducing the number of printing devices means the elimination of the number of ink, toner and maintenance costs required for the smaller devices. A lot of time will be saved, as printing is centralised throughout an office and there will be no confusion as to where print jobs are being sent to – this will also help with GDPR compliance, as sensitive documents won’t be left in the open (or on the wrong printer) for passers-by to see.
Automate scanning and filing
How long does it take 1 member of staff to correctly scan in, save, rename and file away 1 piece of paper? If the answer is more than 5 seconds, then it's too long.
A print expert can unlock your photocopiers built in scanner's full potential. Your copier can scan in whole stacks of paper, and it can be filed away, correctly and accurately, into your system, CRM, CMS or cloud and local storage in less than 5 seconds in an automated process.
Doing this can save lots of time and the cost associated with long manual processes. Your team can focus on their core workload and be more productive, and your revenue will only go up as more activities can be completed quickly, and in greater volume.
Switch to a managed print service
If you take a look at the monthly cost of running, maintaining and supplying a high-use modern printing fleet, you may be surprised just how expensive it can be. This cost is often amplified when taking the loss or delay in business which can result from photocopier downtime.
Switching to a managed print service from an expert supplier means that all aspects of managing your copiers is handled by a third party – leaving you free to concentrate on the value based activities in your core workload.
Toners are supplied when they are needed, so you won’t have to maintain a stock in-house (and out of your own pocket), and all photocopiers are regularly serviced and maintained, meaning every step is taken to make sure that all devices run smoothly at all times. If any fault does occur, usually it’s resolved as part of a ‘less than 4 hours’ response promise from your supplier.
Upfront costs are dramatically reduced, as a managed print service is usually paid for monthly, spreading the cost over a number of years which suits the customer. Businesses who switch to a managed service usually notice dramatic drops in monthly spending, and an even bigger boost in productivity from the expert input provided.
Need More Help? Contact Us!
Get in touch with one of our print experts for more advice on how you can save money and achieve a more cost effective office. Reach us on 0330 058 3895, email firstname.lastname@example.org, or request a call back.