The Future of Documents and Printing: What Will You Choose?
Managed Print Services (MPS) has long been recognized as a way businesses can control printing costs, improve efficiency, and optimize output and printing infrastructure. But, as your business is evolving, so are the tools used to benefit companies. Will you choose to follow the future of printing with MPS or stay stuck in the past with antiquated and unmanaged print structures that cause paper files to pile up? The choice is yours, but once you truly understand the potential MPS and document solutions can offer your business, it becomes an easy choice to make. How can your business utilize MPS and document solutions to maximize your ROI and efficiency?
Here are a few ways to make the most of MPS and document solutions while reducing cost in the future.
Assess documents’ lifecycles – According to a recent report by The Danwood Group, the average business photocopies a single document 19 times, and can spend over $10,000 annually just to maintain one filing cabinet. The first step to mitigating these fees is to evaluate the lifecycle of documents within your organization. Are your hardcopy documents actually serving a purpose, or are you simply printing files because that’s what you’ve always done? How many times do you copy the same document and to what end? Analyzing your MPS outputs will provide insight into where changes can be made and savings can be incurred.
Move to a digital mailroom – As email becomes more widely accepted as the preferred method of business communication, digitizing your mailroom creates significant savings. Gone are the days of hiring teams of employees to sort and distribute mountains of mail. Even the need to have a physical mailroom has been eliminated with the advent of MPS. Moving to a digital mailroom, and encouraging partners, suppliers, and customers to send mail electronically, provides significant savings for your business.
Understand and change user behavior – So, what prompts employees to hit the print button? According to Liz Ainslie, an environmental consultant at Hosking Associates, excessive printing is oftentimes linked to computer monitor size, as employees struggle to read reports and long articles on small screens. Simply investing in larger monitors can provide long-term benefits for your company. Additionally, tried-and-true efforts like printing on both sides of a sheet of paper—known as duplex printing—make a huge impact on your bottom line. Your MPS provider can help determine any anomalies in usage so you can encourage those (over) users to change their behavior.
Reduce storage and use document imaging – Are your printing habits so out of control that you are paying monthly fees for offsite document storage? If so, when was the last time you accessed those documents? Of course there are certain documents that you are legally bound to keep for predetermined periods of time, but why pay to keep documents offsite that you will never see again? Better yet, why not make those documents electronic so you can access them whenever you want? Scanning solutions reduce paper costs and prove to produce high returns on your minimal investment, reducing the need for offsite storage.
Encourage good printing habits – As much as you want to eliminate the need to print hardcopy documents within your business, there will always be valid reasons to print documents. For example, annotating a dense article makes sense on hardcopy, but sharing a document with colleagues is much easier to do with digital files. Challenge your team to question their printing habits and encourage them to embrace a more digitized work environment.
As a leader in the industry for over 50 years, ICP is proud to provide both MPS and document management services to some of New Jersey’s most well-respected companies. Contact us today to discuss how our services can save your business time and money.