For the majority of SMBs, office printing is an integral business function with costs that can quickly spiral out of hand. Whether it’s to produce mailers for customer loyalty programs, reports for weekly management meetings, or memos for employee policy updates, businesses still need to print documents even if they’re operating in a clearly digital age.
However, just like virtually every business function today, office printing has become enormously complex, and as a consequence, surprisingly expensive. With the number of print outputs, printing equipment, printing software, and printing platforms growing exponentially, SMBs are scrambling to manage a variety of issues that have an impact on cost: device usage, equipment maintenance, staff training, paper wastage, power consumption, and other concerns.
For SMBs, the best possible solution would be to invest in a print management system. A print management system allows SMBs to automate processes that would otherwise require the time and energy of a staff member. Such automation also reduces or even eliminates the very human capacity for error (which is also costly in its own right). A print management system also centralises printing tasks and allows them to be managed from a single interface.
Beyond such direct cost reductions, print management systems also possess reporting and analysis capabilities that can have even bigger impacts on the bottom-line.
Key Reporting Benefits
- Allows SMB management to generate insights that help lower less tangible costs. Print management systems produce real-time reports that can be quickly configured to present relevant information in a way that facilitates the reader’s comprehension and use. Such information is often invaluable in yielding insights about cost inefficiencies, like, for example, how the accounting department’s paper consumption triples during budget season. By knowing what’s happening, when it’s happening, and why it’s happening, SMBs can take measures to reduce what would otherwise remain enigmatic and therefore uncontrollable expenditures.
- They allow SMB staff to change behaviours that impact sustainability and generate savings. Print management systems come with functionalities that not only optimise power consumption but also produce reports that allow users to track specific behaviors and the results of such behaviors over time. For example, reports can reveal which staff members do single-sided printing or double-sided printing, how much paper individual users consume, and how much carbon dioxide individual users emit through their print activities. As the business cliché goes, what gets measured is what gets done, and with user-specific and device-specific data available through a single user-friendly interface, enforcing individual accountability becomes so much easier. By providing SMB staff clear and visible metrics about the impact of their actions, print management systems drive behaviors that positively impact both sustainability and savings.
|Usage Report||Eco Report on Total Paper Usage|
|Print management systems aggregate critical usage statistics and sort them out into pre- determined categories and lists. These reports can also be customised and even displayed as dioxide emissions. Such reports help promote easy-to-read graphs.||Besides usage reports, print management systems can also produce reports that track power consumption, paper usage, and carbon dioxide emissions. Such reports help promote sustainability behaviors among staff.|
For a print management system that offers all of the above and more, check out Fuji Xerox’s ApeosWare Management Suite. The software’s Log Management feature is an especially valuable tool for collecting and categorising usage data across multiple multifunction devices for convenient analysis via a user-friendly web browser