Mission Possible: Optimize Printing Costs, Output Management and Printing Processes


  • Author Andre Klein
  • Published December 6, 2015
  • Word count 952

Surprisingly, 90% of enterprises are uninformed of costs associated with document output management printing activities. Many of these folks allocate in between 1 and 3% of their budget to generate documents for internal usage only; plus the newest studies demonstrate that optimizing printing processes can imply cost savings of as much as 30%. This later figure is critical for CIOs.

Do optimization. That does sound great, doesn't it? But how can you really do it? All of the process may very well be divided in-to six basic steps.

Basic steps to do optimization of document output management printing costs and operations

Step 1- Look for a service provider that provides detailed services and, aside from providing document output management printing solutions, also helps make it possible to strengthen printing processes and reduce paper and toner consumption (and consequently printing costs), and offers various other services aimed at acquiring an end-to-end optimization. It's so very important to count on a competent company that provides creative solutions going over the straightforward decrease in the amount of printouts.

Step 2- Undertake the audit of the recent systems & pinpoint the major document output printing processes that needs to be bettered. That is conducted by means of several meetings with key people inside the organization and introducing the significant input of the CIO. Because of this audit/analysis, the business's needs and goals are acknowledged. For example, a lot more employees retain positions that need these guys to travel or make outings very often. Until now, having a file printed through a secure web connection from the mobile gadget was really difficult. However, presently there are document output management solutions that diminish and compress the files that are sent to off-site printers. Another process that can be undoubtedly improved is truly the passive security of the documents which have been printed. With innovative smart printers, secrecy problems get settled, i.e. staff members will need to authorize the printing utilizing a private card or code and, besides, ought to be in front part of the printer. And in case they transmit a document towards the printer by mistake, they might cancel it on the printer itself, thereby noticeably decreasing toner usage.

Step 3- Right after analyzing the transformations that should be started to streamline the document output management and printing processes, it might be wise to standardize the brand of the printer so as to acquire greater prices and negotiate volume-based deals thru increased scale. In the same way, it’s appropriate to lessen the quantity of physical printers, but increasing their production ability and the printer's intelligence. By intelligence we signify the capability that today many printers have to approve invoices, keep your details they contain secure & start-off critical processes, for example digitizing official document to upload it into the business's intranet. The remainder of modifications and enhancements will want to be prioritized based on the funds, but do not forget that this end-result is going to be substantial printing price savings, hence don’t delay your printing operation optimization mission. But most significantly, the printer fleet should consist of the latest technological advances, which eventually brings about a bigger respect towards the environment.

Step 4- It's important that document output management service provider chosen be positively associated with the project, from beginning to the conclusion, i.e. they ought to be present all through the contracts term, given that the organisation's needs can vary.

Step 5- Now it is up to us to handle the far from negligible task of implementing the changes. For this reason, we need to design a plan that allows managing modifications for the printing processes adequately and depend upon the support of business's top management. This is definitely important, since a project of this magnitude implies between three and 4 weeks of changes that are likely to influence the primary divisions, which will have to do with-out the printer that they had within their office to that date. This is the reason it's essential to make workers aware about the basic fact that they have to print utilizing their head & that this may provide several advantages on numerous fronts.

Good things about enhancing output management printing processes

  • Printing Expense control: It helps to comprehend how people utilise printers and their paper consumption, improves the application of consumables and lets working with printing strategies.

  • Greater internal work productivity: It spares time in daily routine tasks and simplifies printing control and management processes. It facilitates printing from another location & acquiring documents ready when you reach the office.

  • Electrical power savings & admiration for the environment: It decreases electrical energy consumption, CO2 emissions, paper utilization and, subsequently, tree-cutting.

  • Security: It assists validate user identity and codify private information.

Step 6- Eventually, we have now to check the printing process change plan & report on progress or troubles of document output management project. There's no reason for making the transformations mentioned if there's really no way of watching, measuring and verifying them so as to show them before top management, that may wish to observe the ROI attained thru the printing cost savings project, & while not all may well be straightaway quantifiable in shape of bucks (i.e. worker satisfaction and enhanced efficiency), the results must be communicated on the contributors immediately & later towards rest of organization.

In case organizations adopt these simple steps thoroughly & don't run away from their roadmap, they can accomplish something that felt to be an unattainable goal some years ago. Whilst we are inclined to make a green office, it is apparent that it will be essential to print documents. It is about improving & optimizing the printing processes with the aid of world class document computer software advice and companies of state of the art printers.

André Klein

Consultor Freelance para DocPath


Innovación en software documental

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