Many midsize and larger companies have dozens of desktop, laser printers throughout their facilities. In most cases these laser printers were purchased with no maintenance agreement and no supply agreement leaving departmental managers or IT managers to waste countless hours dealing with printer maintenance and supply issues.
Not only can this be an incredible drain on these manager’s valuable time but it also can be very expensive.
Let’s examine some of the challenges with companies that have to manager their own printer fleets without the benefit of a support agreement:
- Expensive printer cartridges – Printer cartridges are very expensive with an average cost of $125.00 for a black laser printer cartridge and an average cost of $150.00 for a color laser printer cartridge. Using the formula that each printer will use an average of 1 cartridge every two months that means that each printer is using $75.00 a month in toner alone.
- Backup cartridge inventory – most companies choose to keep at least one backup cartridge for every machine in their printer fleet. When you consider that each color printer uses four individual cartridges it quickly becomes a costly endeavor to maintain this stock of inventory sitting on a shelf in a supply closet. A company with a fleet of 20 black printers + 10 color printers will have to maintain 60 cartridges on their shelf. These 60 cartridges equate to approximately $9,000.00 just sitting on a closet shelf.
- Wasted Time – Often it is the IT Manager or Office Manager that is responsible for dealing with service issues such as paper jams, lines on the copies, maintenance kit replacement etc. In the case of an IT Manager handling these menial tasks takes away valuable time from his core responsibility of maintaining the computer network. In the case of an office manager these menial tasks mean arranging for a chargeable service visit from an overpriced printer service vendor that may take several days to address the issue. In either cases a company’s valuable personnel is regularly investing time to deal with the maintenance and supply issues that regularly arise in the ongoing maintenance of a fleet of printers.
The solution to the expense and wasted time is to consider a Printer Fleet Management Agreement – Many office equipment companies offer Printer Fleet Management Agreements that include all service, maintenance, parts and supplies to maintain each and every printer in your fleet. In most cases it will cost less for a company to have this all-inclusive, full coverage supply and maintenance program than they would otherwise pay to handle the situation themselves.
Not only will a company save money but they will eliminate the need to have their own staff wasting valuable on printer issues. A Printer Fleet Management Agreement will not only save money but it will allow your staff to use their time to address more important matters.
Contact your local, office equipment provider and ask for a Printer Fleet Management quote and cost evaluation today.
You may be pleasantly surprised at how much you will save to have somebody else handle a job.
Frequently Asked Questions
What are the potential cost savings of implementing Printer Fleet Management?
Printer Fleet Management can lead to significant cost savings for businesses. Studies by IDC indicate that inefficient print management can cost organizations up to 3% of their annual revenue. By implementing Printer Fleet Management, businesses can reduce these costs and optimize their printing expenses.
How much do businesses typically spend on document output costs, including printing, maintenance, and supplies?
On average, businesses spend approximately 5% of their annual revenue on document output costs. This includes expenses related to printing, maintenance, and supplies. Printer Fleet Management offers a solution to lower these costs and improve cost-efficiency in document management. (Source: Quocirca)
Do organizations often underestimate their printing costs?
Yes, according to research by Gartner, organizations typically underestimate their printing costs by up to 40%. Printer Fleet Management provides visibility and control over these expenses, allowing businesses to accurately assess and manage their printing costs.
Is reducing printing costs a priority for IT professionals?
Yes, a survey conducted by Spiceworks found that 57% of IT professionals consider reducing printing costs as a high or moderate priority for their organizations. Printer Fleet Management offers an effective solution to address this priority and achieve cost savings.
How much can companies reduce their printing costs through Printer Fleet Management?
According to the Managed Print Services Association (MPSA), companies can reduce their printing costs by up to 30% through effective Printer Fleet Management strategies. This reduction in printing costs translates to significant bottom-line savings for businesses. (Source: MPSA)
What percentage of printer-related issues are resolved through Printer Fleet Management?
Research by Techaisle indicates that Printer Fleet Management can resolve up to 90% of printer-related issues remotely, minimizing downtime and improving productivity. This proactive approach to printer maintenance ensures smooth operation and optimal performance.
Are there environmental benefits associated with Printer Fleet Management?
Yes, Printer Fleet Management can contribute to environmental sustainability by reducing paper waste and energy consumption. Studies by Lexmark show that businesses can reduce their carbon footprint by up to 30% through optimized printing practices facilitated by Printer Fleet Management. (Source: Lexmark)
What are the primary challenges faced by businesses in managing their printer fleets?
According to a report by Quocirca, the primary challenges include lack of visibility into printing costs (cited by 42% of respondents), difficulty in managing multiple devices (37%), and inadequate security measures (33%). Printer Fleet Management addresses these challenges by providing cost transparency, centralized management, and enhanced security features.
How does Printer Fleet Management contribute to improved productivity?
Printer Fleet Management streamlines print workflows, reduces downtime, and automates supply replenishment, allowing employees to focus on core tasks. Research by Photizo Group indicates that businesses can achieve productivity gains of up to 20% through optimized print management facilitated by Printer Fleet Management.
What are the key features of Printer Fleet Management solutions?
Printer Fleet Management solutions offer a range of features, including remote monitoring and diagnostics, automated supplies replenishment, secure printing capabilities, and customizable reporting tools. These features enable businesses to optimize their printing infrastructure, enhance security, and control costs effectively. (Source: Xerox)
