Time to upgrade your printer
Even with green initiatives and efforts toward environmental sustainability, businesses still have documents that require printing. There are several concerns companies face when managing documents and the fleet of printers that produce them:
- What is the actual cost of printing to the business?
- Is there a more efficient way of meeting the demand for paper documents?
- How does a company know when it’s time to upgrade their printer fleet?
Many businesses are unaware of the actual cost of printing. With multiple printers, scanners, copiers, and fax machines churning out paper in various departments or office locations, it becomes challenging to get an accurate picture of total costs. Studies by Gartner reveal that companies spend an average of 1-3% of total revenue on document creation. Worse, most are unaware of:
- What equipment they own and use company-wide
- Their total cost of supplies and other expenses after the initial purchase
- Who is using the equipment, and how it is being used?
2020 presents an ideal opportunity for upgrading printer fleets with cost-saving, efficient equipment that addresses multiple business issues.
Why Businesses Should Upgrade Their Printer Fleet
Everyone is aware of the technical advances in computers – high-powered laptops, tablets, and mobile devices such as smartphones. Printers have made the same advances in features and functionality.
Today’s multifunction printers (MFPs) can take the place of many existing outdated printers, copiers, scanners, and fax machines. Not only are these devices more efficient in their consumption of power, but they also offer many other advantages.
Printed documents are easily picked up or copied before the employee generating confidential information arrives at the printer. With new MFP devices, printers and sophisticated software work together to provide secure printing and electronic distribution of documents. Printing of secure information can be delayed until the authorized employee arrives at the printer and enters the proper authorization code or scans their security card.
Security is an integrated function of modern printers, regardless of where the printers are located. Centralized control can administer printers and their use in every location of the business. Print and distribute documents securely throughout the network – and across the internet.
Exposure to document security plays an even more critical role for businesses that process confidential information:
- Healthcare agencies subject to HIPAA regulations
- Financial institutions such as banking or investment firms
- Protecting confidential information such as employee records and trade secrets
Most businesses are now faced with administrative staff, sales teams, managers, and even customers located in multiple locations. Outdated printing infrastructure cannot support these mobile teams. Transitioning from desktop printers and fax machines to internet-enabled document management powered by multifunction printers introduces many advantages:
- Boosts efficiency in communications
- Facilitates collaboration between employees and customers
- Eliminates unnecessary paperwork, replacing paper with electronic versions
- Utilize integrated workflow to distribute and manage documents
Reduction in Consumables and Other Expenses
There are additional advantages from upgrading the printer fleet in 2020:
- Supplies for older printers from multiple manufacturers and models are replaced with common consumables that are easily monitored
- Service is reduced through consolidating to fewer more efficient MFPs
- Power consumption is reduced using energy-efficient technology
- Space previously taken by multiple units may be used more productively
Toner, cartridges, maintenance kits, and other supplies are expensive. Taking control of these expenses is an essential benefit of upgrading the printer fleet.
Boost Office Productivity
Utilizing document management and workflow, new efficiency will give employees more time to spend on valuable activities:
- Servicing customers
- Collaborate with and support sales teams
- Improve cash flow by following up on accounts receivable
Recent studies reveal that not only are printing costs 13 to 31 times the cost of the price of paper consumed, but an average of 17% of documents printed is also identified as waste.
How Can a Business Tell When a Printer Life Expectancy is Past?
Determining the right time for printer fleet replacement can be easy for most companies. If the business is experiencing these symptoms:
- Recurring poor print quality – supplies don’t correct the problem. This indicates more complex internal components need replacement.
- Performance – existing printers are just not keeping pace with the needs of the business.
- Outages – downtime can impact office productivity. Excessive outages can cause morale issues and missed deadlines.
- Costs of supplies and service – repeated service calls and maintenance can add up quickly.
- Outdated functionality – printers don’t provide the functions needed by the business. MFPs are tailor-made to solve this problem.
Implementing a fleet of modern MFPs combined with a document management system and managed print services can transform a business, resulting in new levels of productivity and security.
DME Can Help Businesses with Upgrading Their Printer Fleet in 2020
Donnellon McCarthy Enterprises (DME) has the products and experience that help businesses take charge of printing functionality company-wide. Providing managed print services and the latest technology in printer hardware from leading manufacturers has made DME a leader in the industry. We can do the same for your business to bring you all the advantages of an upgraded printer fleet that:
- Saves money on equipment and supplies
- Centralizes control and service for all your printing
- Boosts productivity with less paper handling and efficient distribution
- Ensures compliance with regulatory agencies
- Improves security for confidential data
Contact DME today to discuss your printing needs and to plan your printer fleet upgrade in 2020.