This is where an expert and trusted party can really help. An MPS partner can help you discover ways to reduce your total cost of printing while helping you improve productivity and user satisfaction.
Cost-per-page billing includes everything you need for printing: supplies, service, help desk support, and preventative maintenance. If you need new printers, the cost of hardware can also be included in the cost-per-page. This arrangement allows for consistent budgeting because you know exactly what you’re spending on printing. As your business grows, your printing needs may grow too. Be sure to partner with a service provider that can grow with you – and will be willing to renegotiate your agreement in a way best for both parties.
In most offices, you’ll find a printer sitting next to a copier sitting next to a fax machine sitting next to a scanner – like ducks all in a row. There’s a good bit of overlap amongst these pieces of office equipment. Each device also requires unique supplies and support contracts. In some (not all) cases, it will make sense to consolidate into ONE multifunction system that prints, copies, scans, and faxes.
Equipment Feng Shui
Just placing office equipment where there happens to be space is rarely the best way to maximize the use of these office productivity devices. You need to do a little office Feng Shui and locate devices where their capabilities will be used most efficiently. For instance, a high-volume printer in a low-volume area will often be idle. A low-volume printer in a high-volume area will create queues as folks line up to wait for the their documents, or even be overwhelmed with the volume and cause the same print job to be sent – and output – multiple times. The equipment will also wear out faster. Redistributing your existing equipment can lower total cost of ownership. The MSP discovery process will often reveal opportunities to repurpose devices.
It makes sense (and cents) to send larger print jobs to devices with the lowest cost of operation. Rules-based printing software allows you to create printing rules that make this happen automatically. For example, if a user is going to print more than 20 pages, the job could automatically be routed to a departmental printer rather than the user’s desktop printer. The user would receive a pop-up notification that their job is going to be printed on the departmental printer.