Is the key to your next budgeting solve at your fingertips? The same multi-functional printing devices that scan, print and copy should also be working to help you save money and accurately budget with the implementation of widely available output management tools.
Output management tools assist in managing and controlling paper output at the MFD. Below are four output management strategies to ensure your MFD is working to save you money:
1. Track & Report Usage
Output management software allows for reporting on all printing, copying scanning and faxing activity for every device, user and the entire organization. This includes printing user volumes including color usage, printer costs, document names and more. This tool allows managers to monitor usage, analyze results and identify opportunities to reduce costs and plan for future needs.
2. Allocate Costs
Assigning costs to users and/or groups of users for print jobs at set costs allows organizations to accurately and automatically allocate actual costs to appropriate departments and cost centers.
3. Secure Printing Release
Requiring user-authentication at networked devices for a job to be released, decreases the number of wasted print jobs by eliminating abandon print jobs or mixed jobs. This also increases security of printed information.
4. Print Policies
Printing rules may be applied organization wide to control printing. For example, forced two-sided printing, auto-routing to the most cost efficient device for larger jobs and mono printing of emails.
All modern MFD manufacturers and service providers should offer these capabilities to help you manage your business and your budgets proactively. Manage your output to ensure you are making every dollar count.
At some point unplanned and unavoidable expenses have hit us all. Car trouble on a busy freeway. Leaky roof in a spring rainstorm. Air-conditioning break in the heat of summer? It’s an awful feeling, especially when you discover that you could have invested in preventative measures that would have been less expensive and less stressful all along. These avoidable emergencies happen in business just as they happen in your household and stress cash flow just the same. Often these emergencies begin with the company’s information technology network.
Many small to mid-size organizations are not able to support the investment of a full-time information technology team. In a consistently evolving and increasingly technology dependent business environment, this means that their companies do not receive the strategic technology planning, monitoring, training and help-desk support to prevent issues that lead can lead to network disasters.
Like when your air conditioning quits on a 100-degree day, when your network goes down on a busy workday, it gets your attention. It’s urgent, and you will pay whatever it costs to get your business up and running smoothly again. However, there are programs, called managed network services or managed IT services, that are tailored to provide IT support to small and mid-size businesses – to prevent such disasters.
Most managed IT services providers charge one flat monthly fee to provide typical IT services to businesses including: strategic IT planning, monitoring, anti-virus protection and help desk support. As with your seasonal heating and air conditioning maintenance plans, most providers charge a set monthly fee to avoid the disasters and take care of smaller matters as they arise.
The chief benefits of managed IT services are:
- Predictable IT Spending
- Reduced Downtime
- Owners Focus on Business Strategy
- Operations Focus on Daily Tasks
- Strategic Technology Planning
Just like you know that a cool Fall and cold winter will turn into a hot summer day eventually, you know that the IT needs to support your business will change. You know that you will encounter challenges. The question is, will your IT planning get your attention now, or will you sweat it out when it becomes a crisis for your business?
Every business has overhead expenses—coffee service in the break room, employee benefits, office space lease—that are easily identifiable and turnkey to put price tags on during the annual budgeting season. Then, there are the items that are not explicitly budgeted, but represent expenses that eat at a budget, causing small amounts to leak from the budget consistently through the year. Total Printing Costs is one of these expenses.
Gartner research tells us that total printing costs is the last unmanaged business expense for companies, although it accounts for between one and three percent of a company’s annual revenue. Increasingly organizations are implementing managed print services programs to identify, or define, total printing costs and take control of their printing costs, saving 30% or more annually.
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