In the age of Big Business, it can be hard for smaller companies to compete with corporate giants. With revenue being a fraction of their large competitors, an efficient way to ensure a small business’s longevity is by cutting unnecessary costs. One of the largest expenditures for companies of all sizes is printing. Even though printing costs make up nearly 15% of yearly spending, approximately 90% of organizations fail to track them. This oversight could be costing your business thousands of dollars each year! Fortunately, there is a solution to this problem- Managed Print Services.
What Are Managed Print Services?
A majority of companies use multiple vendors for their different printing products and services. When multiple vendors are involved, determining who to pay for servicing issues becomes a lot more costly and time-consuming. Managed Print Services (MPS) allow for all of your print solutions, devices, and services to be managed under one roof – saving you time and money.
How Can MPS Benefit My Small Business?
Your small businesses will enjoy more than just a decrease in total cost by choosing MPS. With print management, your business will also see a boost in productivity and transparency.
MPS Saves You Money:
Never be surprised by a printing invoice again. For one flat monthly fee, Managed Print Services covers all your printers, supplies, servicing, and repairs- everything but the paper. Fixed printing costs can save your business up to 30% in printing costs per month!
Small businesses are always expanding and changing. So, to help ensure that all of your needs are met, MPS provides quarterly reviews for your company.
MPS Boosts Your Productivity:
Tracking down who is responsible for a piece of equipment becomes challenging when multiple vendors are involved in a company’s printing. With MPS, all of your printing is under one umbrella, so you never have to wonder who your point of contact is for your equipment. Simply put, MPS lets you spend time focusing on work rather than keeping up with invoices and vendors.
Your IT specialists will thank you as well! Equipment dealers often use a wide-array of software for their equipment. Therefore, when multiple are used, your IT team has to deal with several forms of software. MPS removes this problem by utilizing fewer software programs, giving your IT team the ability to focus on other areas of your business.
MPS Provides Better Transparency:
Government Compliance & Regulation
Operating your small business can be difficult when there are so many laws and regulations to follow. With MPS, you can make sure you have access to all required documents needed for laws and regulations such as:
MPS devices allow you to see where your printing costs are coming from. The data you are provided will allow you to bill back departments for their monthly usage. You also have the capability to allot a certain amount of printing to a device, which keeps you in control of your expenses.
Learn More About Managed Print Services:
Whether you are a small, medium, or large business, Managed Print Services can help get your printing under control-cutting cost and improving efficiency. Check out the video below to find out more about RJ Young’s Print Services.
Click here to learn more about how RJ Young’s Managed Print Services could help your company. For more information or questions regarding MPS complete our online form or call us at 800-347-1955. Find out more ways your company can save money and optimize its efficiency with RJ Young.
When it comes to implementing digital transformation solutions, accounts payable often takes a backseat to other business processes. This makes sense because of the increased rigor that financial documentation goes through during processing. However, optimizing customer-oriented workflows without optimizing your invoice and billing solutions is a half-measure that will generate production bottlenecks in time.
Instead of treating your accounts payable department like a burdensome cost, you can implement innovative managed services that will transform accounting processes into value-generating assets. Once you start quantifying value in terms of cost-savings and efficiencies, the opportunity to upgrade your accounts payable processes is one you will want to take as soon as you can.
There are three ways that managed services can help generate value in enterprise financial departments. From digitally processing invoices to implementing state-of-the-art data and network security solutions, you can provide your accounting department with the tools it needs to produce long-lasting value.
Three Workflow Solutions to Improve Accounting Efficiency
Today’s finance officers have to cope with increasingly complex regulations while being able to offer useful advice to executive partners using modern data analysis to draw insight. This puts CFOs in a position to balance concerns of performance, efficiency, and risk using data that may not always be immediately available.
To be able to take advantage of the data that accounts payable processes generate, you need to collect, store, and communicate data effectively. A solid financial data infrastructure can remove up to 25 percent of your current staff’s workload, increasing your capabilities significantly.
Our workflow optimization specialists identify three valuable ways today’s organizations can reduce waste and inefficiency in the accounts payable department. These include customized workflow solutions, managed print services, and mobile compatibility.
1. Customized Workflows
Your organization operates according to a strict set of unique processes that determine what happens to incoming financial documentation. Those processes include solutions for invoices, procedures for billing, and retroactive corrections of mistakes (when possible).
Paper-based workflows are simply too slow and too inefficient to generate value in today’s workplace. But you cannot reasonably expect to bulldoze your own existing processes and replace them ad-hoc with brand new digital ones.
You need customized digital workflows that mirror your paper-based processes while improving the speed and efficiency with which accounts payable employees process individual documents. This allows you to set hard-and-fast rules that enforce regulation compliance and speed up the capture of incoming financial documentation.
Additionally, customized digital workflows allow you route new documents using automated tools that prevent the possibility of sensitive data getting into the wrong hands. Customized workflows allow you to keep a closer eye on data transfer and printing so that your company enjoys greater data security.
2. Managed Print Services
Printing can account for up to 15 percent of unreported annual business spending. That alarming figure is easy to understand when you factor in the cost of ink and toner cartridges, paper, printer maintenance, and employee downtime caused by printer-related issues.
Managed print services transform your print fleet into a value-generating asset that is scalable, efficient, and easy to manage. These services turn an ad-hoc expense into a fixed fee while incentivizing your service provider to keep your print fleet in perfect working condition.
Powerful analytics allow you to look at print consumption at the individual user level to determine which employees are abusing print resources – and why. This also gives you the power to change your print fleet layout to accommodate employee workflows so that the departments that print the most have the ideal resources available to do so.
3. Mobile Office Solutions
Enterprises are increasingly moving towards the Bring-Your-Own-Device trend. For an increasing number of employees, work no longer refers strictly to what happens at your desk. The ability to process and communicate data from the palm of your hand is an important and valuable asset.
While there are legitimate security concerns to letting employees use their own mobile devices, the fact is that employees will choose on the most convenient way to get things done. If that means using a mobile device to send sensitive customer financial documentation, it is up to you to make sure that the transfer is a secure one.
Developing and deploying robust mobile office solutions help to standardize processes and procedures for using mobile devices. This allows employees to print, scan, and transfer sensitive data from their mobile devices securely, while enjoying full access to company resources.
Are you ready to incorporate state-of-the-art workflow solutions into your accounts payable processes? Join us for a free webinar on May 23rd! Register today.
2018 is here, and RJ Young is ready to help you meet all of your business resolutions this new year. Follow along over the next few months as we help you identify ten ways to simplify your business, from outsourced IT services to having a one-stop shop for all your office technology needs. Make 2018 the year you design an office that runs efficiently and implement technology that powers productivity.
Resolution #1: Save on office supplies and waste less paper
Did you know that office printing can make up to 15% of a business’ annual expenditures? Fill up your printing queue with savings this year!
What are Managed Print Services?
Managed Print Services bring clarity and efficiency to everything related to your office printing needs. From saving paper and reducing waste to taking care of all your printer maintenance needs, Managed Print Services can save you time and money, so you can focus on growing your business.
Printers, Maintenance + Supplies … Streamlined!
Are your printing needs paper-jammed? Managed Print Services equipment, ongoing maintenance, and supplies. Imagine having what you need before you even know you need it—and eliminating expensive last-minute runs to the local office supply store. A quick call will bring printer maintenance professionals to your door when you need them.
You’ll never have to think about printing services—use your valuable time to focus on growing your business. Just don’t count on us to remember the donuts for staff meeting … that’s all on you!
Customize + Optimize with Managed Print Services
Managed Print Services include more than equipment and maintenance. You can customize the perfect printing solution for your office—and then track who, how much and when your team is printing, allowing you to optimize your printing resources.
+ See what department is using the most printing resources
+ Quarterly data reports give you insights into your company’s printing, allowing you to make critical adjustments to save money
+ User access allows you identify high-volume users, and restrict full-color printing and other costly uses
Trust Our Compliance Initiatives
RJ Young is industry-leading when it comes to keeping your data secure. Is your business required to follow FERPA, HIPAA or Sarbanes-Oxley regulations? RJ Young Managed Print Services brings the most up-to-date technology to create user accounts, rights management and authentication services.
Managed Print Services Save You Time, Money and Margin
See how much simpler your printing can be with Managed Print Services. Give yourself more margin to focus on growing your business while RJ Young’s team of printing experts take care of your printers, supplies, printing data, compliance, and more.
Learn more about Managed Print Services from RJ Young here.
For a digital world, we sure use a lot of paper. Unfortunately, up to 90% of companies do not track how much they spend on producing and maintaining documents – their true printing cost.
Managed Print Services Save Money
Water coolers may be a relic of the past, but plenty of employees still congregate around the printers. Printing continues to be one of the most significant unreported business expenses. In fact, it can account for up to 15% of annual business spending. Most small to mid-sized businesses only spend around 8% on marketing, so imagine what more you could do by saving just a few percentage points on printing.
RJ Young’s Managed Print Services offer one flat fee for equipment rental and maintenance, toner and other supplies. You can allocate a set number of prints for departments, track who needs the most printing (and who doesn’t) and know exactly how much your service and paper costs contribute to your expenses.
Our team of Managed Print Service specialists will develop a custom plan for your organization after a comprehensive site assessment. Your plan will include exactly which printing technology you need based on your production requirements.
A Business’s Total Printing Costs
An organization’s Total Printing Costs (TPC) are often underestimated and unmanaged. Total Printing Costs include printed documents, outsourced printing, printers, service and repairs, and supplies. Understanding and controlling the TPC is an opportunity to save 30% or more for most organizations.
Small Business Printing Facts
- 44% of printing is avoidable or unnecessary
- 21% of printouts are thrown away
- The average number of times a document is copied or printed is 19x
- The average worker prints 10,000 sheets
RJ Young will supply all your office printing needs for one flat fee so you can save up to 30% on your current printing costs.
A Total Printing Costs Program
Implement a program to take control of Total Printing Costs with a Managed Printing Services Program. A TPC program includes printers, service & repairs, and supplies for one fixed monthly fee.
Everything But The Paper
The benefits of a TPC program include a fixed budget, no inventory, the support of an IT team, and managers focused on other initiatives in addition to monitoring and tracking. Review our Total Printing Costs Infographic below, then complete the online form. A local RJ Young specialist will follow up with you and provide you with your free TPC small-business quote.
There are only so many hours in the day and dollars in your budget. Therefore, most managers set out on the journey to an efficient workflow each day. The course can often be long and managers encounter many roadblocks and detours along the way. Here are three routes to help reduce operating costs while increasing your productivity and efficiency.
- Document Management
Automated workflows move information throughout your organization in a secure, efficient manner. Translate paper-based data into documents, facilitate sharing and allow accessibility from desktops and mobile devices. View, share and store digitized documents and data in a centralized system. Print business documents from your mobile device anytime, anywhere. Access your documents via Smart Devices (iOS, Android). Secure your important business information and protect it from unauthorized users. Boost productivity with digitized data, automated workflows and instant access to information.
- Managed Print Services
Keep your office up and running while driving printing costs down. Up to 90% of companies do not track how much they spend on producing and maintaining documents. The average office worker uses 10,000 sheets of paper each year, and printing costs can eat away up to 15% of your annual revenue. Managed print services solutions typically consist of a flat monthly fee that covers the equipment lease, a set number of prints, toner supplies, service calls and parts for service repairs—all managed by an expert print management consultant. This allows your business to plan for short-term and long-term printing expenses and track the cost associated with each document produced.
- Managed Network Services
Managed IT services is a cost-effective way to help maintain vital, daily operations with limited interruptions to workflow. As computers become easier to use, the networks that connect them become more complex. A single change to a network can have a cascade of negative effects. As a result, businesses can be crippled by the loss of employee productivity. Control costs with managed IT services helps to find the source of network issues and configure your network for maximum efficiency. Your network is monitored to identify and remedy potential problems before they impact operations. Regular reporting on the overall health of your network, monitor your nightly backups and provide automatic updates and virus sweeps to ensure your network is well maintained.
Don’t get off-course looking for shortcuts to hit your budget. These three steps will provide direction, navigating you directly to your business goals.
Josh Burgoa, Software Sales Specialist
Since January 2014, Josh helps provide customers with electronic document management, document output, workflow automation and print management solutions. He also helps with ways to streamline their business processes through technology. In turn, cutting customer costs and increasing productivity. He graduated from Middle Tennessee State University. Josh is a Software Sales Specialist from our Chattanooga, TN office.
Printing is the largest unreported business expense. Gain visibility of your total print costs to save money and boost your productivity. RJ Young’s Managed Print Services program covers everything but the paper—for one flat fee—including all parts and labor. View the slideshare below to learn more.
Did you know the average worker produces 10,000 sheets of paper each year? Living in a world of increasingly wireless networks and connected devices—from laptops to tablets, to smartphones and even smartwatches—many organizations, big to small, are surprisingly still dependent upon paper, including the technology and energy required to produce paper documents.
As we approach Earth Day, the day set aside each year to show support for environmental protection, worldwide, we want to share 5 tips to help you reduce the consumption of energy and materials required to produce paper documents.
1. Install a Managed Print Services Program
Many offices continue to operate with a fleet of single function devices such as printers, scanners or fax machines. Most often, these single-function devices can be replaced with multi-functional, or all-in-one, devices that print, scan and send/receive faxes.
2. Mandate Efficient Print Settings
Most modern multi-functional devices are equipped with control mechanisms, or are can be updated with software, to mandate efficient printing settings such as forced black and white printing, draft quality printing and two-sided printing. These print settings can immediately reduce the amount of consumables used to print documents.
3. Reduce Abandoned Prints with Secure Print Release
Statistics have shown that over 40% of printing is unnecessary, which is supported by other reports that one-in-five print outs is never picked up, left abandoned—which can also lead to compliance issues (but that’s another blog topic). Simple software installations that require a badge-swipe or code entry to release print jobs can reduce abandoned prints and wasted printing.
4. Implement Document Management
Electronic storage and retrieval of information is the ideal strategy to help reduce consumables and energy related to printing. Most office technology companies can assist in designing and implementing an effective document management strategy to ensure documents are stored, backed-up and easy to retrieve digitally.
5. Select Energy Efficient Equipment
Today’s office equipment, like most technology, continually improves to consume less energy, go to sleep when not in use for set periods of time and other features to help reduce your energy consumption. If your multifunctional devices are a bit aged, upgrade to save on energy costs.
Going green in your office is easier than you think. Your local office technology dealer can help you select the most energy and cost efficient equipment and software for your business.
Chastity Fox, Director of Advertising & Marketing
Chastity has more than 15 years of experience developing strategies, tactics and executing projects to help businesses grow. She is a digital marketing and technology enthusiast, leveraging this to boost productivity and move businesses forward. A graduate of MTSU (and also completed coursework at NYU), Chastity is a Tennessee native. She resides in Leiper’s Fork, a small town in Williamson County, Tennessee with husband, Brent, and Golden Retriever, Duke.
As we look forward to 2016, and continue to celebrate RJ Young’s 60th birthday, I want to say how thankful I am to each of our customers, partners and future customers for the support you provide each day and for allowing us to be a part of your business success.
As we look to a new year, and another decade, we remain committed to the same strategy of growth and excellence for which the RJ Young brand has become known—focusing on your success, the customer. A few initiatives to continue to meet our customers’ needs and support continued growth, include:
- Expanding Managed IT Services
- Growth of Software & Document Management solutions
- Adding new product lines, most recently Mimaki large-format printers
- Adding key support team members in IT, Sales and Service
- Investing in technology upgrades to offer the latest customer support
Because of your partnership and support, we’ve been able to continue our mission of taking care of our customers, taking care of our employees and giving back to our communities. Below are a few ways our team gave back this year:
- More than $66,000 given back to local communities
- Over $150,000 in scholarships through higher education partnerships
- Granted $16,000 in John T. Crunk scholarships to children of RJ Young employees
- Employee giving and matching initiatives resulted in:
- 2 families sponsored through “Make-A-Wish”
- 49 Salvation Army Angel Tree “Angels” for the holidays
- Over $9,000 raised through the “13th Annual Pumpkin Run” benefiting the American Heart Association
It is with great excitement that I look to the next year and next decade of growth by supporting your success. Should I be of help to you, I ask that you contact me directly at (615) 620-4133 or firstname.lastname@example.org.
President & CEO
Did you know that desktop printer ink costs $4,731 per gallon, on average? 
As personal consumers, we maintain acute awareness of the price of household staples—such as milk and gasoline—and are mindful of the impact to our budgets. However, when it comes to the cost associated with necessities of a business environment most managers are unaware of the total impact to the bottom line. Printing costs are one of the largest unreported business expenses and can eat up as much as 15% in annual spending. 
Printers consume a huge amount of paper, ink and other soft resources. It is the lack of attention in managing those printing costs that is draining your profits. The huge cost of printing related resources can quickly add up, considering desktop printer ink is only one element of an organization’s total printing cost. Printing costs are not clearly defined by most businesses, not realizing costs also include paper produced by workers, outsourced printing, desktop printers, copiers, faxes, scanners, and large volume printers, along with IT help desk requests, maintenance, supplies and parts.
- Up to 90% of companies do not track how much they spend on producing and maintaining documents. 
- Employee printing habits are a large portion of those costs. The average worker prints an astonishing 10,000 sheets of paper per year!  And, most of that paper ends up as waste and taking a portion of your profits with it.
- With printers trying to keep up with employee printing demand, it’s no wonder calls made to tech support centers are mainly printer related. Printing related help desk calls make up 10 to 50% of the user traffic that crosses IT manager’s desk.
- Because of mismanaged printing costs, as much as 1-3% of business revenue is being funneled straight from the bottom line. 
Don’t let printing costs siphon your profits.
 PC World, How Much Ink Is Left In That Dead Cartridge, http://www.pcworld.com/article/152953/printer_ink_costs.html .
2 Computer Economics, IT Fails to Restrain Rising Print Costs,
3 Coopers and Lybrand
4 US Environmental Protection Agency
5 Gartner Group
6 Lexmark International
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.