Unlocking Cost Savings with Print Management Services

In your quest to reduce printing expenses, you've encouraged users to minimise printing, switch to black and white, and adopt duplex printing for every task. However, instead of compliance, you've witnessed a defiant streak, with costly printing errors persisting—single-sided prints, extravagant use of colour, and forgotten print jobs left languishing in the output tray. Of course, we're just having a bit of fun here. But the struggle to reduce print costs in conventional print environments is a genuine challenge. That's where print management services come to the rescue, helping break costly printing habits.

The unseen culprits of overspending on printing

Printing and print servers wield a substantial influence on your organisation's expenditure, often more than meets the eye.

Consider these overlooked areas within traditional print setups:

• Waste of print consumables (e.g., toner, paper).

• Expenses tied to acquiring, deploying, and maintaining servers and endpoint devices.

• Time allocated to print-related helpdesk inquiries, affecting both users and IT personnel.

• Productivity losses due to printer downtime and interruptions in print services.

• Excessive time and resources spent on deployments and driver management.

And these are just the tip of the iceberg. When adding up these costs, you'll likely be astounded by the substantial sum—an amount that could be saved or allocated elsewhere in your organisation. The problem is that conventional print management services rarely address these issues systematically, leading to these preventable expenses becoming an accepted part of the status quo.

But it doesn't have to be that way. Forward-thinking print management services have the power to dramatically reduce printing costs.

How print management services can trim your expenses.

Imagine print management services as the ultimate fine-tuning for your print environment. No longer will you be hindered by mundane server upkeep, deployments become more precise, and you gain access to features designed to cut costs without sacrificing efficiency.

1. Elimination of print servers (and printers)

The expenses associated with maintaining, licensing, upgrading, and powering print servers accumulate over time. Beyond financial costs, countless hours are dedicated to print servers just to keep printing operations afloat. Print server crashes lead to frantic damage control, and employee productivity takes a hit when printing services are unavailable.

Print management services empower IT teams to eliminate print servers from their environment and centralise management on a single platform. With a comprehensive view of your print environment, you can pinpoint printers that are underutilised and remove them from your printer fleet. This removal of legacy infrastructure not only reduces your company's electricity bill, but also yields long-term savings by eliminating the burden of tedious server maintenance and boosting end-user productivity.

2. Cost tracking capability

Users engage in daily printing, and managing hundreds or even thousands of users can make tracking print jobs seem like a momentous task—especially in decentralised print environments.

Print management services allow you to separate the cost of each print job, whether in colour or grayscale, enabling you to calculate the exact expenses for paper and consumable usage. You can narrow down your analysis to users, devices, and groups to identify where printing is most prevalent (or scarce) and establish stricter printing policies in those areas to cut costs. Who knows? You might discover that a few users no longer require printers, further reducing your printer fleet.

3. Promotion of sustainability and security

You might be sceptical, but sustainability and security are intertwined in modern print environments. By authenticating end users at the printer before they can retrieve their print jobs, you can reduce paper waste, cancel unintended print jobs, and ensure that print jobs aren't abandoned in the output tray.

Users won't find this added step inconvenient. You and your team can select the authentication method that best suits your end users, including badge release, PIN entry at the control panel, web browser release, and QR code scanning. It’s important to note that most solutions don't offer the complete array of authentication methods mentioned above.

4. Print volume limitation

Some IT departments operate on tighter budgets, making it imperative to have the capability to restrict print volumes by setting quotas for users or groups to maintain manageable print costs. Print quota management can assist organisations with budget constraints in several ways:

• Administrators can set maximum allowances for print jobs per user or group based on price or volume.

• Limits can be imposed on print jobs by specifying a maximum page count (e.g., users can't print more than 10 pages per job).

• Print quotas can be assigned based on modes (e.g., colour, grayscale, duplex).

• Time delays can be set between print jobs to reduce unintentional print jobs.

• Recurring quota periods can be established for monthly, quarterly, or yearly resets.

These features empower administrators to identify which users and groups are the heaviest printers, enabling you to distribute print volumes across your organisation more effectively. Plus, you can bid farewell to sleepless nights worrying about questionable 100-page colour print jobs that have no relevance to work.

Start saving with SaaS print management, Printerlogic

Print management services offer a multitude of avenues to alleviate the financial burden that printing can impose on your organisation. Yet, few solutions offer a comprehensive SaaS platform that consolidates your entire print environment, eradicates print servers, and champions sustainability with its feature set as effectively as PrinterLogic does.

What's even better, your first 30 days with PrinterLogic are free. Schedule a demo today to explore the world of serverless print management and start your journey towards substantial cost savings.

Check out our latest video, which shares how removing print servers and implementing centralised direct IP printing effortlessly with PrinterLogic's user-friendly SaaS platform can transform your business:

For more information regarding IT Document Solutions services or to arrange a free, no obligation, 30 day trial of the Printerlogic solution, please don’t hesitate to contact our team today at: contact@itdocumentsolutions.com

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