The Datamax Thinking Blog

When it comes to managing a printing environment, many organizations find themselves without even a road map. Most companies don't realize how many documents are wasted daily – money literally thrown away. 

It comes up regularly on long car rides with my wife – what did we ever do pre-smartphone GPS? My answer: There was always, of course, the trusted Rand McNally map, along with the refined technique of folding it back adequately enough to fit back into your glove box. The Rand McNally, for me, is a sentimental relic from family vacations past.

The burden of administrators handling an entire fleet can be significantly lifted by usability improvements and features that simply make doing their job more efficient.

Visiting a car dealership (even if today, most buyers’ research is done online beforehand), there’s multiple variables to consider. Beyond budget and leasing options, one must consider speed (that sleek, streamlined sports car), functionality (the gas-friendly cross-over with room for the dog), safety/security, as well as that inevitable drop in value with that vehicle moving forward.   

The same used to be said about copiers.

The ability to offer the tools and control needed to help reduce waste and boost productivity can be the difference in whether your organization finds itself "on cloud nine" or "under a cloud" when it comes to managing print.

For many organizations, printing continues to be a frustrating cost issue that remains pretty much untracked and uncontrolled. That’s amazing since managing print output and associated costs has been such a hot topic for so long. 

More companies understand this now, but not enough want to really pour in the effort to do anything about it.  Apparently, they're less interested in the gathering clouds of documents and print and are more convinced of better cost savings they can be chasing down in their businesses — so they think. 

Buying one, centralized multifunction printer for your office will save money, right? It's not as simple as that.

Centralizing your multifunction copiers makes a lot of sense. You don't need to buy multiple machines to cover all of the departments, the IT team can easily network and troubleshoot them, and you won't have employees wandering around trying to figure out where to get their copies.

This configuration works out great, in theory. In practice, you could end up with the MFP becoming the de facto water cooler. When staff makes their way to the digital copier to pick up their papers, they may take a socialization trip at the same time.

It's a fact of life, copiers are machines and they sometimes break. Here are six steps to take to keep from losing your cool.

Printers and copiers have a unique ability: the more these technologically advanced devices break down, the more primal you become in turn. This transition starts with an open palm hit, and then a kick, and then more profanity than you might otherwise use at work. Toward the end you are re-enacting the dawn of man obelisk scene in 2001: A Space Odyssey.

Printers and copiers will break down; however, you can minimize their ability to transform you by following these six simple steps.

The point in time when you acquire a new print device is the perfect time to improve your workflow, provided your vendor has the expertise.

A business' copier fleet is very much a Goldilocks situation; too much or too little printing and copying capacity can create significant costs. If you print more than your fleet can handle, you are going to have to replace devices more often. If you have more capacity than you need, you are paying too much to the detriment of other areas of your business.

But the only way acquiring technology can improve your bottom line is if it addresses a specific need or improves on your current processes.

Everyone knows to measure twice and cut once. But too many people acquire technology without knowing what their company really needs.

When you view our website, you see assessments everywhere. This is not a marketing ploy to encourage website engagement. It's part of the process to convert you into a Raving Fan and ensure you get what you need. So let's discuss how the assessment part of the Raving Fan process works.

When your managed services provider considers your print environment, they're looking at the total cost of all printing in your organization.

Although there are some differences in definitions of "managed print services," the result is the same: money saved, workflows simplified, and budgets clarified. Managed print services help you weed out inefficiencies and make the most of the resources you use. With managed print, you can even move one step closer to reducing your environmental impact.

How can managed print services achieve all of this?

Managed print services, document management and IT services are contemporary methods for conducting business operations.

There are a lot of reasons to consider the benefits of managed print services and documents management. These are services are outsourced and do not require your physical office resources. There are thousands of specialized print providers in the country right now. The future for these providers is bright as it relates to the expanding needs of printed materials. You may find that there are more materials than you thought in this category.

Here are some of the common materials that are printed:

With MPS, you'll know what you spend regularly on printing - an important first step in cutting out any unnecessary waste.

What are managed print services (MPS), and how can your business benefit? Managed print services help you streamline your organization's printing needs while saving time and money. From product purchasing to usage tracking, MPS takes the guesswork out of printing.