When you're looking to save money on costs associated with your copiers and printers, it's a good idea to assess your entire infrastructure in addition to use. There are a number of areas you can consider, as well as a number of questions you can ask about costs. Let's take a look at some of the ways you can understand and gain control over your copier.
3 Areas To Check When Assessing Costs Associated with Copiers
#1: Devices Number and Location
Your first order of business should be to take stock of all of the devices in your office. If you're looking at copiers and printers, don't forget about the desktop printers and any machines that are out of the way and seldom in use. Sometimes it's helpful to map it out to help you get a sense of where they are all located so that you can adjust that part as needed. The next part of assessing the devices themselves is to take a look at where they are located in terms of use. Does the layout make sense for the users in question? Is each device situated in an area that's easy to get to? Does it have too many (or not enough) users assigned to it? Optimizing the location of each copier can save time and money.
#2: Service Frequency and Provider
Another aspect of controlling costs is to consider how often you're servicing devices -- both for repair and for maintenance -- and who is performing that service. Devices that break down frequently might be overworked, or your office might not be emphasizing preventative maintenance. The latter is an important part of controlling costs, as maintaining office equipment helps them run more efficiently and can extend the life of the copier. Assess your service provider to see whether the costs are maximized there. Or, if you have an in-house IT department, calculate how much time is being spent on print- and copy-related service and repair. In some cases, outsourcing that work is actually more cost-effective, as your IT department likely has a lot of things on their plate.
#3: Policy Implement or Design
Finally, it's a good time to take a look at the office policies regarding printing and copying. Does it make sense? Or, does it even exist? If you don't have a policy that addresses things like default settings, security, and access, it's time to create one.
For the easiest and most effective way to gain control over your printing and copying, contact CPC Office Technologies to learn about managed print services.