Tag Archives: Secure Print

How to survive 2013! Keeping ahead of the competition.

iStock_000018668499Small

With the growth of the economy in reverse mode and the Chancellor exclaiming that it’s going to take longer to recover from the financial crisis (although the national debt has reduced) companies will be striving to look at ways of streamlining their operations and improving efficiency.

There’s an argument that suggests the more economically challenged the economy is the greater opportunities there are to be exploited.

Only the strong succeed, losers need not apply spring to mind. Therefore our business objectives need to include a strong will, being well prepared and persistence.

The companies who include the above in their business objectives are likely to survive the global doom and come out on top on the other side.

Recently one company/manufacturer with a turnover of £10 million+ told me “we’ve tried everything, we’ve exhausted every possibility, the business is as solid as it can be given the current climate but no-one is buying anything. You can’t sell if people can’t buy because they haven’t been given a budget.”

Are you keeping a close eye on your profit? All well and good looking at the cash value in the bank but are you making a profit. There is always something companies can do to make sure they are running a tight ship and are as efficient as they can be.

There is no magic wand to fix the erring global economy and for many businesses survival is making it from one month to the next; one week to the next.

The companies that win are those who lead, take the initiative and are not afraid.

Businesses that remain focussed use initiative and aren't afraid will fare well in 2013.

Businesses that remain focussed use initiative and aren’t afraid will fare well in 2013.

Here are some points to consider:-

1. Rely on on no one – does this sound cynical? Success will not happen until you accept that no one thing or no one person is the cause of your problems and only you can make your goals happen.

2. It’s unlikely that the economy is suddenly going to do a u-turn anytime soon so its important to make sure we are aware of any industry changes that might have an impact on our business or us personally. Make yourself invaluable to your company (as an employee) and to your customers by being visible and offering solutions even if they are not in the frame of mind to consider it. At least it demonstrates entrepreneurial intent and that you have the customers best interests at heart.

3. Be more pro-active. Just when you think you’ve exhausted all avenues talk to other businesses, colleagues, associates and customers. Find out what they are doing, how are they generating business, what marketing initiatives have they deployed that you might not have done yet? Set small goals and tick them off when they are done. It could be a change in the workflow process that can make all the difference to increasing your profit margin.

4. Be upbeat – at the start of this year the majority of businesses we spoke to were. There was a sense of optimism in the air, sales were being done and and then along came the greek crisis and kicked everyone out of touch. Nothing like a bad bit of economic news to knock businesses. Being upbeat and optimistic separates us from the rest of the “done-in” crowd.

Each day our world is rocked by events that are either unplanned or completely unexpected by staying focussed and working to a plan keeps us calm and less stressed.

5. Be ever present everywhere. Now is not the time to live in obscurity. Let potential customers know you are there. Have a social media strategy, showcase your company with up to date content on your website, tell your companies success stories and share your success openly.

Jon Baker, business coach and sales trainer encapsulates all the above in his great blog here. And I recommend you read it.

It defines the importance of keeping focussed and why we are actually in business and these things are sometimes forgotten when we are in the thick of things.

6. What if you’ve lost that va va voom; the passion you need that gives you the reason to get up in the morning. I think Jon sums up it up beautifully here.

Finally…

If you no longer enjoy what you are doing then its time to take a good look and understand why.

If you no longer enjoy what you are doing then its time to take a good look and understand why.

If you’re not enjoying what you are doing then you need to take a long hard look at the reasons why.

Be honest with yourself and if the job or the business is not working and you’ve exhausted every avenue; if the passion has gone completely and you are not motivated to continue, then its time to take a long hard look and make a decision about whether you continue.

Could it be there is no longer a market or niche for your products or services in which case is it time to cut your losses and ship on out. Sometimes things happen for a reason and events are out of our hands.

This is not being negative its being a realist. Too many companies bury their heads in the sand and think the next week or month will be better when the profit and loss sheet tell a different story.

What do you think?

How are you keeping ahead of the economy?

What tactics have you employed to get through the downturn?

You can find Digital Print Management on twitter, like us on facebook and connect with us on linkedin. For all our news and updates.

How print management saves time and money.

20 pund note

A managed outsource printing service = savings for your business

Easy really, the majority of businesses don’t have a clue how much they actually spend on corporate print such as letter-headings, invoices, paper, consumables in fact, anything print related. This is because there is no methodology to managing the process from purchasing, stocking and re-ordering.

A print management company can provide a fully automated and customised print management service which will help measure and control your printing costs.

The first step in the process is understanding how much your current spend is on print this is achieved by carrying out a print audit of the various documents used by the business.

A print management company seeks to understand why and how documents are used, what the order cycle is and whom the suppliers are? From the information gleaned determines the total print spend!

A project manager oversees the whole process from start to finish culminating in a proposal detailing current print costs V cost savings on the various print items ordered.

Emphasis will be to demonstrate cost savings through efficiency driven processes.

Each quarter, a review of the usage of the various items is undertaken to see where further cost savings can be made. Managing your company print, usage and spend should be an on-going process of analysis and review.

Managed Print Services is at the other end of the spectrum to print management and enables companies to manage the flow of print in an organisation.

Equitrac print management allows you to automatically control and manage how print flows through your organisation – improving productivity and maximising time.

Using print management software organisations are able to set up automated print controls and rules to optimise the way print moves around the company.  Employees can be denied printing certain applications such as email by automatically routing jobs to the most cost-effective printer for that task.

For example a solid ink colour device is more cost effective to print obligatory emails and letters rather than a colour-cartridge-guzzling desktop printer for colour runs, colour print can be prevented altogether unless user authorised.

Industry analysts estimate that 44% of printing is unnecessary

  • People are printing things more than once which is wasting huge amounts of money
  • They may send a document to print, then notice an error on screen
  • A document is not at the printer when they go to retrieve it
  • The toner is low or there is a paper jam

This results in wasted paper, consumables and larger electricity bills. Print management software enable a more efficient, leaner and greener print environment.

What do you think? Have you implemented one or both solutions? How have they worked for you? Please do share your success or disaster stories.

To learn more about how you can regain control of your office printing costs, contact us today.

Please do follow us on twitter and facebook, connect with us on linkedin and google+

 

Managed print services and how to reduce paper and print costs.

Managed print services will save a company time and money by deploying the right printer for the job

Managed print services allows user authentication,reduces print/copy costs and reduces paper waste.

Optimising a managed print service solution offers substantial cost savings. By effectively re-routing and managing the amount of paper and printing processed in your office.

One of the many frustrating challenges for organisations these days is obtaining a reduction in the volume of print and paper processed across a company.

The management of paper, print and print devices is a tangible cost, but because it is often overlooked, it is not perceived as a true cost reflected on the bottom line.

Simply recycling paper, implementing a duplex print strategy (printing both sides) or using recycled paper as part of a company’s drive to go green won’t save a company money in the long term.

Dispensing with mountains of paper often secure or confidential information requires the services of a secure disposal company but that all adds to the costs of managing your paper-flow.

Many companies delude themselves in to thinking that the office doesn’t print more than is necessary instead they stock pile paper, re-print see an error and re-print again without any consideration for the environment or the cost implications to the company.

Only when an organisation starts to analyse when, where and  how often paper is being used and what the re-ordering frequency is do the costs of printing become visible?

Implementing a managed print service strategy helps reduce print costs, removes unwanted printing and enforces print rules such as colour used appropriately or simplex/duplex printing.

Companies are over burdened with many print devices – desk top printers, scanners, photocopiers with employees overly protective of their desktop printers.

Cost reductions are achievable with a reduction of 3:1 by implementing modern MPS (managed print services) and MFPD’s (multi functional print devices) factor in the sizeable reduction in consumables used across an organisation and the reduction in cost becomes apparent.

With a highly mobile work force employees want to be able to print anytime and anywhere. There is the concern of secure printed information being visible to prying eyes and the management of how and when printed documents are managed in the paper-flow.

Secure print tracking software eliminates confidential information being left on the printer.

Secure print tracking software eliminates confidential information being left on the printer.

  • How do you prevent wasted paper?
  • How do you keep printer consumable costs down?
  • What happens to unclaimed documents?
  • How am I going to print off secure documents without my desktop printer?

Removing the need to rely on a single printer, users are able to divert their print jobs to the most cost efficient printer and not have to worry about a device being out of service or having to wait for I.T. to resolve the problem.

Using secure print technology with user authentication further increases what gets printed where, when and by whom as the print job can only be released once the user authenticates the print job at the device.

A secure document release application and secure print tracking software encourages user mobility, minimises paper waste and protects personal information or customer confidentiality.

Intelligent print rules and routing software removes the burden of the user to decide which printer is best for each job because when the user hits “print” a window pops into view advising the user which printer and what the cost is for the printing of his/her job.

Implementing an MPS solution will save you time and money in the long term. In the short term, here are some easy to implement solutions that can be put in to practice immediately in addition to utilising a managed print services solution:

Managed print services reduces print costs, removes unwanted printing and enforces print rules

Managed print services reduces print costs, removes unwanted printing and enforces print rules

  1. Duplex (double-sided) printing get more out of each of the pages you print, print the odd pages first by setting your printer and then print the even pages thus reducing the number of sheets you use; particularly useful for when you want to print notes.
  2. Print in a smaller font/typeface – as long as you can still read it you will fit more content onto the sheet.
  3. Check before you print – using the print preview button ensures you can see what you are going to print and change the margins or scaling in the document if you end up with a page with only two lines of text.
  4. Print only the pages you need – using the print preview button allows you to print the pages you want to print and in the print dialog box you can enter the page ranges required.
  5. You can also adjust your page settings by simply reducing the header and footer  and left/right margins enabling you to fit more content onto the page; which will equate to fewer pages printed.
  6. Print multiple pages onto a single sheet of paper using font size 12 which tends to be the default for many people the document is still legible.

Finally, you can significantly reduce your print costs by working with a print management specialist who will evaluate your print requirements and will discuss with you solutions and the implementation of a relevant managed print services solution.

For our updates please follow us on twitter, like us on facebook and connect with us on linkedin and google+ keeping you updating with our news and views.

 

 

 

What is Print Management?

print management

What is print management?

 

We wanted to write an article about print management because it can mean different things to different people.

When I am asked what my line of work is or what I do for a living invariably I find myself answering: “actually I work for a print management company”.

My answer depending on whom I’m speaking with and where I am, business function or cocktail party is equally met with a bewildered expression! As the subject quickly moves onto the state of the economy or do you have kids?

In reality it is a mixture of many diciplines such as procurement, storage, stock control and distribution of printed material to provide cost savings whilst delivering a managed print solution.

Long winded isn’t it?

Print management is about managing the purchasing.

Many companies are deluged with paper even in this electronic age. We are over printing, over stocking, over ordering print items again and again yet in reality some 80%+ of UK businesses don’t know what their print is actually costing them.

With proven savings potentially in excess of 30% why are companies not beating down a path to the doors of print managers in droves!

Print is such a diverse product it covers anything from a business card to a printed USB stick, mouse mat, cardboard boxes through to the supply of office furniture/equipment to web design, e-commerce and e-marketing such is the diversification of a print manager’s tool box.

Invariably print is purchased by many people within an organisation and therefore the true cost of print is often absorbed into different cost centres.

Print is generally perceived as a necessary evil rather than a business process that can or should be improved. Companies define print as business cards, letter-headings and the company brochures, it is a lot more.

It is an area of a business that should be outsourced but often it is overlooked because companies do not have either the time, the expertise and sometimes the inclination to carry out this exercise.

In reality print for most organisations falls into the ownerless category and ordering daily and discreetly in company departments is a common occurrence; with multiple suppliers, inconsistent quality and often shortfalls in critical printing such as a company’s transactional documents.

Print management

Print management is about managing the purchasing, finding solutions to problems that customers didn’t know they had and reducing the paper-flow.

Which is where a print management company comes in! A Print Manager’s business is Print Management that is what we do! Which means we specialise in sourcing and providing bespoke print solutions and printed matter for the end user.

Your core business is what IT IS YOU DO OR WHATEVER SERVICE YOU PROVIDE so why get involved in print when a print manager can do it for you saving you time and money!

Most businesses will benefit from some form of managed print solutions because they don’t possess the knowledge, the time to develop the internal infrastructure to physically manage the purchasing, lack resources and the supplier base that a print manager will have developed and cultivated through many years of trading.

4 Things a Print Manager will do to assist a company’s need to centralise print purchasing:

1. Analyse and carry out a print audit of all printed items used by the company

2. Understand the paper flow i.e. who orders what, when and why, how is the product used

3. Review the supplier base to ascertain who and how many with a view to providing a more stream-lined and sustainable approach to managing print

4. A detailed proposal which will provide an effective, more streamlined process which in turn will show a reduction in total print spend

Top Tips to assist companies with print outsourcing:

1. Engage with a proven print management company that can bring the expertise you are looking for specifically whether it is print management, payroll or e-billing.

2. Identify the key personnel internally who will run the process; who will push compliance and conformity

3. Identify key areas of spend (this will have been hi-lighted during a print audit by the print manager) and this should be across all departments, payroll, marketing, credit/billing all of which can have large spends

Print management

Print management relieves you of having to do the print buying. A print manager will seek, search and recommend the best solutions for you.

4. Keep any design/creativity spend separate from print i.e. if you work with a design agency who are a separate entity and who have a completely different skill set required by your company

5. The business needs to be ready to face change management, there will undoubtedly be some internal resistance to outsourcing print by being transparent and open will cause less confusion and resistance from employees

6. If the costs regarding the current print spend are unquantifiable then don’t be overly concerned; the Print Manager will start to create relevant management information on stock, print type and spend.

The print manager will be responsible for giving you up to the minute information on print spend and within 3-6 months you will have a bank of data to work from to help you set a more concrete print budget for the next 6 months.

What do you think? How are you managing your print costs? Do you know how much your organisation spends on print each year?

To follow us you can tweet with us on twitter, like us on facebook, connect on linkedin and google+

If you want updates straight into your inbox then hit the RSS button.

Digital Print Management – New Website

The new Digital Print Management website went live in May 2011.

Whilst the corporate logo and colours remain the same the new site is designed to be informative and thought provoking for visitors by helping them understand the maze that is print outsourcing and by removing the myth that outsourcing can be costly, that it is flexible and will save time!