Many businesses rely on printers and copiers every day as an essential part of their operations. However, despite the importance of these devices, the costs involved with printing and copying often go unnoticed, resulting in sunk costs for businesses across many industries.
Is your company spending too much on printing and copying? If so, how can you cut costs without sacrificing quality? Learn where businesses are losing money on unmanaged printing and copying—and how managed print services can combat these financial losses.
Overspending on Supplies
One of the most common hidden costs in unmanaged printing environments is the unnecessary purchase of various supplies, such as paper, ink, and toner. Without a system in place to monitor and regulate usage, businesses often order too many supplies or run out unexpectedly, leading to rushed, expensive replacements. Additionally, employees may not be opting for more cost-effective printing defaults like double-sided printing or grayscale mode, which leads to unnecessary supply usage.
Maintenance and Repairs
Printers and copiers require regular maintenance to function efficiently. Without proper monitoring, minor issues can quickly escalate into costly repairs or even require complete equipment replacement. Unmanaged printers often experience frequent paper jams, misfeeds, and software malfunctions, which result in expensive downtime and disrupt workflow. Plus, organizations may lack the expertise to properly maintain their machines, leading them to rely on expensive third-party repair services.
Inefficient Energy Usage
Many businesses fail to consider the energy costs associated with running multiple printers and copiers in their workspace. Older, inefficient devices consume excessive electricity, especially when left on overnight or in standby mode. Without a print management system, businesses miss cost-saving opportunities to optimize printer settings and consolidate devices, leading to unnecessary energy expenses.
Poor Quality
Low-quality prints and misprints lead to wasted resources. Employees may print multiple copies due to faded ink, alignment issues, or paper jams, but these issues can be avoided with the right management. However, without managed solutions, the cost of reprints quickly adds up as businesses rely on outdated or poorly maintained equipment.
Lack of Security
Printers and copiers are often overlooked when businesses consider their cybersecurity measures, but they can pose significant security vulnerabilities. Unsecured printers can become entry points for cyberattacks, allowing hackers to access sensitive company data. In terms of physical security, printed documents left in the output tray can expose confidential information to unauthorized employees or visitors. Without proper security protocols, businesses face risks of data breaches, compliance violations, and legal consequences.
Customer Dissatisfaction
Handling printing and copying without managed solutions can ultimately impact customer and client experience. Low-quality prints in contracts, proposals, or marketing materials can leave a negative impression on clients. If a business cannot efficiently handle its printing needs with high-quality output, customers may perceive the company as unprofessional or unreliable.
Benefits of Managed Print Services
Rather than handling printing and copying in-house without a dedicated team, businesses can eliminate hidden costs and optimize their print environment by implementing managed print services (MPS). MPS solutions provide oversight, cost control, and security enhancements that eliminate financial burdens associated with printing and lead to better output.
Cost Savings
MPS providers conduct thorough print assessments, allowing them to identify opportunities to lower costs. By optimizing device placement, consolidating redundant machines, and implementing print policies, businesses can significantly reduce supply waste and printing costs. For instance, automated toner replenishment ensures businesses only receive supplies when needed, eliminating unnecessary stockpiling or expensive emergency purchases. MPS contracts often also include maintenance and support, reducing unexpected repair expenses.
Increased Efficiency
With MPS, businesses can streamline their printing processes and minimize downtime. Proactive maintenance keeps printers in top condition, reducing the risk of malfunctions and disruptions. Employees no longer have to waste time troubleshooting print issues, and IT teams can focus on critical tasks instead of managing printer-related support requests. MPS can also introduce workflow automation, allowing employees to print from cloud-based platforms or mobile devices seamlessly.
Enhanced Security
Managed print services providers implement security protocols to protect sensitive business information. Features such as user authentication, encrypted print jobs, and secure release printing ensure that documents are only accessed by authorized personnel. Network monitoring also helps identify potential security threats, preventing unauthorized access to business data. By integrating compliance measures, MPS helps businesses meet industry regulations and avoid data breaches.
Scalability and Customization
Every business has unique printing needs, which is why the flexibility offered by MPS is incredibly valuable. Whether a company is expanding, downsizing, or implementing remote work policies, MPS can adjust to accommodate changing demands. Businesses can choose between on-premises, hybrid, or cloud-based print solutions, allowing them to implement the most efficient setup for their operations. Plus, with reporting and analytics provided by managed print services, businesses can gain valuable insights into print usage and make informed decisions on future printing strategies.
Choose Managed Print Services for Your Business
Managed print services are a wise investment for businesses that rely on printing and copying in their everyday operations. No matter the size of your business or the industry you serve, MPS can empower your team to save money and enhance efficiency.
Searching for a reliable provider of these cost-saving solutions? Count on GoodSuite, California’s premier provider of critical business systems. We have worked with countless businesses over the past 25 years to deliver managed print services, managed IT solutions, cybersecurity services, and more.
Request an assessment online or call us today, and discover how GoodSuite can transform your business operations.
