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.
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.
Click here to download infographic.
The main objectives for a company today are to increase productivity while reducing expenses. These demands are why most businesses are looking at ways to automate their workflow processes, as automation is a key strategy to meet these demands. These same strategy of automating should be applied to maintaining a company’s desktop printer fleet with a data collection agent— an often overlooked opportunity to make strides in meeting increased productivity and profitability demands of modern businesses.
Undeniably, desktop printers are an important part of a company’s network, but are often not given enough attention to ensure optimal efficiency. In fact, most organizations underestimate their total printing costs by 30-40%. Furthermore, a large number of company’s don’t even track what they are spending on printing, which eats up as much as 15% of annual business spending, when equipment, supplies and maintenance across an organization are added up.
The first step to reigning in expenses associated with managing a fleet of printers is to gain visibility into the fleet activity and costs. Installing a data collection software tool will facilitate the ability to monitor and maintain the printer fleet by providing accurate and timely statistics as well as automated maintenance alerts.
For example, one of the biggest recurring printing costs is replenishing toner. The data collection software gives you visibility of the toner levels, and allows a company to order toner as needed instead of having capital tied up in keeping a stocked supplies inventory. The same data collection software can facilitate the auto-replenishment of toners in many instances, replacing the need for a manager to manually order toner.
Next, there are software tools that provide reporting on printer usage and help direct usage to printers with the best total cost of ownership. For example, higher-volume printers are typically less expensive to operate than smaller desktop printers. For this reason, it is in a company’s best interest to maximize these models when present.
It isn’t effective to have high-volume printers located where they aren’t being used properly, nor to have a low-end printer in a location where it will be overloaded. Software can automatically generate statistics, and reports, about printer usage, allowing a company to accurately and swiftly make informed decisions about how to best utilize printer resources.
The last benefit of installing a data collection software tool that I would like to mention is that it can help discourage the misuse of color printing. Color printers, and their toner, are much more expensive than monochrome. Users should be encouraged to only print in color when it is necessary, and they should only be able to print to the printers that are cost-effective. The same reports can provide data to facilitate optimum placement of printers.
There are many demands on your business, leveraging simple software tools to manage the placement of printers and replenishment of supplies can help automate reporting to gain visibility of total print cost for your organization, provide guidance for optimizing printer fleets and also auto replenish supplies to reduce costs.
Managed Print Services is a hot topic in the business world today. The Managed Print Services Association defines MPS as “the active management, and optimization, of document output devices and related business processes.”
Printing costs are one of the largest unreported expenses for a business. According to industry analysis, print related costs can eat up as much as 15% of an organization’s annual spending, and 90% of companies do not track how much they spend on producing and maintaining documents. Companies are very concerned with the acquisition cost of a new printer. Everyone is looking for the best deal when they buy a new printer. Very little consideration is placed on the total cost of ownership however. Devices that are inexpensive to acquire are often very costly to operate.
Printing is not only very expensive, but it has a huge impact on the environment. The average worker prints 10,000 sheet of paper each year. 8,333 sheets of standard letter paper (8.5 x 11”) equals 1 tree (40 ft. tall and 7 in. wide), so on average, workers are killing more than 1 tree by themselves each year.
Through RJYoung’s Managed Print Services, we provide our customers the ability to certifiably reduce their environmental impact by automatically planting trees across a global network of reforestation projects. We have the ability to measure a customer’s paper consumption, and trees can be automatically releafed across Certified Global Reforestation Projects on a monthly basis to continually offset the environmental impact.
RJ Young’s MPS Program allows our customers to reduce their environmental footprint while ensuring sustainable business practices. Our customers can review and decide where to plant their trees across a network of Certified Global Reforestation Projects. RJYoung also provides our customers with the ability to seamlessly connect and integrate their account to their Twitter and Facebook accounts to promote their impact and participation in sustainable business practices.
5 Supplier Requirements to Optimize MPS Efficiencies
Managed Print Services is an attractive way for organizations to gain visibility and control of their printing infrastructure and reduce costs. Companies have achieved as much as a 30% reduction in costs by outsourcing print management. The key to realizing the optimum efficiencies of an MPS program is selecting an effective MPS supply partner that does more than simply oversee your printing hardware.
5 Key Elements for a MPS Partner
1. Deep Knowledge & Proven Expertise
- Long-term, proven track record in implementing MPS programs.
- Team of highly skilled experts that work as a team to design, implement, manage and continually improve your MPS program.
- Experience implementing and supporting MPS programs across large geographies, or that match the footprint of your business.
2. Expert Team of Consultants
- Experts should analyze your business upfront to plan an infrastructure with the right equipment and technology in the right places to match the needs of the organization.
- On-going monitoring and support for continual optimization of the MPS program.
- Team of experts should include areas such as multi-brand equipment specialists, training teams, certified service technicians, support desk specialists, supply specialists, document solutions experts and fleet analysts.
- Expertly trained technicians that are manufacturer certified, with fast response times, access to spare parts, and equipped with the necessary resources to fix the problem on the first call.
3. Transparent Program & Agreement
- Ensure the agreement is clear with no hidden costs to your company.
- Service should include parts required for repairs. Some vendors will give you free service, if you buy the toner from them, but you still have to pay for parts required to perform the maintenance.
- All equipment should be included in the agreement, as some vendors require you to purchase all new equipment, from them, before they will cover the service/supplies.
4. Portfolio of Quality Products & Services
- Access to a variety of equipment from quality, reputable brands to best fit your needs.
- Training to ensure ample fleet of expertly-trained field technicians to service your business.
- Supplies that are best suited for quality output and maximum efficiency of the equipment. At a minimum, OEM toner or compatible toners that are reliable, certified compatible and 100% post-tested for your equipment should be provided.
- Certified compatible equipment that has been benchmarked against OEM cartridge for print image quality, solid image density, resolution, toner, background haze, offsetting, ghosting and page yield is the minimum standard.
5. Flexibility for Continual Improvement
- Businesses, and their environments, change and you want a MPS partner that has scalability to change with the needs of your business.
- Continued efficiency in your program requires an MPS partner that can, and will, amend your agreements, as needed, without penalty, to adjust to your changing business needs.
These are key areas to evaluate when selecting a Managed Print Services partner. The real measure of the most efficient MPS partner is one that will efficiently manage your print infrastructure while you manage your core business.
Many of us have been in brainstorming sessions aimed at identifying ways to trim annual operating expenses, fund special projects or offset unexpected expenses. If you have been in that position, I have an “Aha” idea for you – Managed Print Services solutions that allow your business to take control of office printing costs.
The facts on how standard equipment purchases are costing your business are simple. Up to 90% of companies do not track how much they spend on producing and maintaining documents. With the average office worker using 10,000 sheets of paper each year, printing costs eat away at up to 3% of an organization’s annual revenue and are one of the largest unreported business expenses.
Typically companies look at initial cost of printing hardware and not the total cost of ownership. That is detrimental to budgets for the long-term as devices that are inexpensive to acquire are often very costly to operate.
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. This allows your business to plan for the printing expenses and track the cost associated with each document produced immediately and for the long-term. And, “Aha”, it is typically a cost reduction initiative for your organization.
5 Ways Managed Print Services Improves Operating Costs & Efficiency:
- Print volumes are monitored on a regular basis, changes made as needed.
- Businesses can allocate a fixed budget for printing expenses.
- Reduce waste through ordering supplies when needed, no inventory or extra space required.
- Increase uptime by having a service program that monitors and troubleshoots your printer fleet to keep your business moving.
- IT Departments and Office Managers freed up to focus on other initiatives.
Managed Print Services is a hot topic in the business world today as many businesses are having the “Aha” moment when they realize the opportunity to reduce costs for their organization with this solution.
In my time working in MPS, Managed Print Services, I can’t count the number of times I’ve had a discussion with a customer about their printer inventory that resulted in one of two findings. The first result of this discussion is the realization that the customer doesn’t have any idea how many printers they have in their office, much less the models of these printers. The second result is that there are significantly more printers in the environment than the customer thought.
Both of these results are completely understandable. Rarely is one party in an organization responsible for acquiring printers and the supplies that go with them. Thus creating a natural lack of tracking these assets. To make matters worse the manufacturers make the printers the same colors as most office environment’s walls, almost making them disappear into the workspace.
I’m convinced they pick that color so you don’t think about them. Printers are like silent black holes consuming hundreds of dollars’ worth of cartridges that no one can see. The manufacturers want you to continue feeding the printers with toner without any consideration.
For this reason alone it’s worth it for most companies to consider MPS. Outside of the cost savings and ease of management of the printers, our program starts by giving you an inventory of what printers you have in your environment, how they’re being used and what kind of average volumes they’re producing.
This is a basic starting point of managing the environment in the most cost efficient manner possible. Our MPS program is built around a fairly simple idea: What can be monitored, can be measured; what can be measured, can be managed; what can be managed, can be improved. Getting a grasp of how many and what kind of printers are in the environment is the first step in this process.
How many printers can you see in your office? Learn how to get your printers under control.