A business that prioritizes cost-effective processes is a business that can stay competitive. And while your printers can be a little set and forget at times, if you print a lot those printing costs can quickly stack up. Luckily print management software has rapidly evolved in recent years, emerging as an essential tool (and an unlikely hero) for businesses through its ability to improve operational efficiency by centralizing technology control, optimize resources, and facilitate the enforcement of company policies.
Print management software decrease printing costs through:
Centralized control and monitoring
Print management software enables centralized control and monitoring, so all printers can be managed from one platform. This means more data, better tracking, and the ability to identify inefficient devices and unnecessary print jobs. The data is key here, allowing organizations to make informed decisions about resources, their allocation, waste management, and optimizing printer usage. Many PaperCut customers find significant cost savings through reducing the number of printers they have, but without impacting users through these insights.Simple, strategic adjustments like this can have a major impact on overall printing costs.
Detailed print reporting and analytics
Detailed print reporting and analytics allow you to analyze printing patterns and see where costs are spiking. This knowledge is how the relevant stakeholders can identify where limits should be put in place, and highlight areas where funds can be more efficiently allocated. It’s as simple as understanding who is printing what, when, and how, and then developing targeted strategies that align with the data you’re seeing to optimize printing infrastructure.
Implementing print quotas and restrictions
Print quotas and restrictions can be more efficiently implemented with print management software. This works by setting limits on the number of pages an individual or department can print, supporting the phasing out of excessive and unnecessary printing. Cost savings are a natural outcome, and quotas can be tailored to specific needs, informed once again by the data that this software unlocks.
Automated print job routing
Need to print a big job? Print management software can automatically route large print jobs to high-capacity printers with lower running costs. This automation ensures that each print job is handled by the best-suited printer, reducing wear and tear on premium equipment and lowering the longer-term cost per print - without putting the burden of making this decision on users.
User authentication and secure print release
User authentication and secure print release are print management software features that require users to authenticate themselves before releasing a print job. Think that won’t impact cost? Just think about the number of times you’ve printed a document only to forget about it - or find someone else took it with their printing, and you need to print it again. This setup enables businesses to prevent unclaimed printouts (aka waste) which reduces paper and toner usage and significantly decreases overall printing costs.
Integrated mobile and remote printing solutions
Post-pandemic workplaces require a level of flexibility that print management software supports through mobile and remote printing solutions. Essentially this means employees can send print jobs remotely with the same ease as in-office printing. The result is fewer printers, better resource management, and lower maintenance and operating costs.
Reduced environmental impact and overall cost
Print management software supports eco-friendly practices, and a more sustainable approach to print processes requires prioritizing features with the added advantage of saving costs. Duplex printing, defaulting to black-and-white, and setting print quotas all lead to less impact on budgets as well as the environment.
Robust enforcement of company-wide print policies
Enforcing print policies is critical for lowering and maintaining printing budgets. The right print management software automatically supports implementing and enforcing policies. It’s the smart way of ensuring that all users comply with printing guidelines, from setting default print settings and enforcing print quotas to restricting color printing to specific personnel or departments. And ultimately standardized printing practices across the board significantly reduces waste and lowers costs.
Improved energy efficiency and printer lifespan
Energy efficiency contributes to cost savings by reducing the impact of printing equipment, as well as extending lifespan. The right software will optimize usage to reduce unnecessary print jobs and lower the energy consumption of all printers. Lifespan extension is a natural byproduct of this process as printer wear and tear is minimized when jobs are spread more evenly across all devices. The end result is reduced maintenance costs and equipment that lasts longer overall.
In a tight market with a sharp focus on profit margins, print management software offers a comprehensive solution for reducing print costs while simultaneously improving efficiency and sustainability. Software with features that align with the way a business operates can help exponentially with more effective business operations, better security, achieving sustainability targets, and managing and reducing printing costs to keep you competitive as a supplier, collaborator, and employer.
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