At the start of an engagement, our new customers typically ask what savings are possible and what steps should they follow. Most companies want to spend less on their office printing and they want to create a user-friendly printing environment that’s secure and optimized for their business needs.

We demonstrate how they can realistically save 50% or more off their baseline (their current state) and we show them the path forward to their desired future state. We achieve this with objective data, strategic design, and clear communications. Here are some of our strategy guidelines:

  • Start with these fundamental points about print:
    1. Devices don’t print, people do. If you’re not managing people, you’re not managing print—and you’re leaving 50% of your potential savings on the table.
    2. People print for only two reasons – because they want to (~40%) or because they have to (~60%). Both can be reduced by half; convenience printing can be reduced more quickly than process-based workflows.
    3. Employees print in three places: the office, the internal print shop (if your organization has one), and with external print providers.
  • Build an integrated, holistic strategy. An effective strategy must consider the three areas in which people print, which are all interdependent. The internal print shop was designed to be high volume, high quality, and low cost. A holistic strategy must properly leverage this capability and design the office printer fleet with the print shop in mind, so that the work that belongs in the office stays in the office while the larger and more complex print jobs are handled by the experts in the print shop.
  • And, when externally sourced print is managed right, the savings can often fund both the office and the internal print shop.

  • Know your stuff: You need to understand what you have and how much you spend. Focus on these four metrics to help you identify your true baseline and quantify the savings opportunity that lies ahead:
    1. The number of pages printed per user
    2. The number of pages printed per device
    3. The percentage of volume printed in color
    4. The percentage of volume printed on personal, locally attached devices

    Of course, you need to know how many employees and devices you have (including all multi-function devices or MFDs, single-function printers, and locally attached personal printers). These are needed to do perform a successful benchmarking exercise and establish a solid business case.

    “The most secure, the most efficient, the most sustainable and most cost-effective page is the page that never gets printed.”
  • Focus on the demand side of printing. Recognize that reducing demand for print is as much about change management as it is about print management. Success requires senior leadership modeling and well-executed communications. Our experience shows that results are multiplied by using secure pull printing technology and automated policy enforcement to complement the strategy and drive down unnecessary print volume.

The goal is to build a culture of mindful printing that results in less printing, less paper, less waste, fewer devices, less power used, and much lower costs. On the other side, you become more secure, more sustainable, more user-friendly, and more efficient. [ Read Part 2 ]

Let us help you establish more mindful and sustainable printing habits in your organization. You’ll be surprised to see how much more efficient your printing operations can be and how much money you can save your organization every year. Start the conversation today!