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Print Management Services

Updated on February 26, 2011

How Print Management Services Reduce Your Bottom Line

Print management is a way to calculate the true cost per page of printing, and have a consulting company make cost reduction recommendations, as well as offering low cost supplies and handling your printer repair and print fleet optimization.

The true costs of printing are not well known or understood. Most people assume that printing costs are only in ink and paper. However, printing costs are also measured in:

- Cost of printer breakdown/repairs
- expensive IT staff time used to help
with printers
- Staff efficiency and time used on printers
- Printer capabilities/over uses

"Information released by the Gartner Group, a Stamford, CT-based leader in research and analysis to the global IT industry, indicates that companies spend between 1 and 3 percent of annual revenue on document output.  Or, said differently, a business that generates $3 million can expect to spend between $30,000 and $90,000 for internal document management.Information released by the Gartner Group, a Stamford, CT-based leader in research and analysis to the global IT industry, indicates that companies spend between 1 and 3 percent of annual revenue on document output.  Or, said differently, a business that generates $3 million can expect to spend between $30,000 and $90,000 for internal document management." (SOURCE: CORPMAGAZINE.COM

Many people buy printers just based on the cost of the printer at the time of the purchase, and are not well versed in the printer's capabilities, functions, or capacities. Because printers are a complex piece of machinery, most companies do not have the time to spend on learning about their printer fleet. They are much too busy just getting their items printed so that business can continue on as usual.

This is where print management comes in. A good print management company will provide a free analysis and consultation on your company's printing and costs. A short walkthrough of the office with some non-intrusive questions to staff, along with a 4 week snapshot analysis of your printer fleet is the first step to determining the costs of your company's printing. Next, a case by case custom report and recommendations for cost reduction and efficiency is presented. If your company chooses to accept the recommendations in the report and utilize the print management services, then a yearly contract will be signed and the cost per page will immediately be reduced, and your staff will be freed up from printer repair problems.

However, benefits of print management only increase with time. Due to the ongoing reports and analysis of the printer machines, easy to read and understand custom reports are made which point to:

- Optimization of printer fleet. Which printers should be moved to lower printing areas, in order to best reduce repair costs and direct printers into their capabilities?
- Are any of the printers in the office "lemons" and would a better quality printer which matches your office's particular needs save you money in the long run?
- Which areas of the office are printing the most, and can this printing be reduced?
- other types of printing, which are outsourced may utilize the print management company's high volume discounts.

Print management is designed to create a more efficient staff, dedicating their resources to where their time is most valuable, and reducing cost per page. In this manner, a process of streamlining and managing office printers can help reduce the bottom line, making CFOs very happy people.

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About Ink Baby

Ink Baby is an ink and toner company providing eco-friendly, worker friendly, USA made printer cartridges. With donations to charities, a frequent shopper rewards program, and free printer software, you can feel good about shopping at Ink Baby!


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    • profile image

      HP CE250A Toner Cartridge 

      7 years ago

      The're many advantages print management. The purpose of this will help your company to save internal document management.

    • profile image

      Print Sydney 

      8 years ago

      Hi Sarah,great hub you have here.

    • profile image

      Hollywood Alison 

      8 years ago

      very insightful

    • Masumrana profile image


      8 years ago from Dhaka, Bangladesh

      Hm very nice hub


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