Tag Archives: managed print solutions

Why you need a print management strategy

Having recently attended a great seminar on the future of print print word in letterpress typemanagement and mobile printing I wanted to share some of the insights I learn’t.

Many strive toward the paperless office, and for some it is a utopian ideal.

But documents still drive many of our document processes.

According to the Garner Group office printing represents 1-3% of a company’s annual revenue, which means that a $10 million company will spend between $100,000 to $300,000 on document printing.

If you don’t know:-

What is print costing you?

Who are the biggest users of print?

Then you need to have a print management strategy.

Although figures suggest that office printing volumes are declining it doesn’t take into account the increasing trend in BYOD.

cloud printingWith increasing demands for mobile print solutions and employees working where they want, why should that not include printing what they want?

Office culture is one of the primary reasons companies don’t change their print and paper practices.

The exponential growth in mobile devices and their prevalence in multichannel servicesmeetings could make you believe that the use of paper is almost archaic and yet office practices result in many of us printing off that report or information for a meeting ‘just in case’ technology or the lack of internet connection fails us.

paper stackNot surprisingly many companies don’t know what they spend on print, hardware/software and support. Given that documents drive paper processes it makes sense to know what your annual print spend is.

Not knowing how many printers are in use across the office building, how they are being used and their associated running costs makes understanding the print spend almost impossible but it also means that the organisation may not be delivering what departments really need in the way of document output.

Organisations, Universities, Councils all like print solutions because it enables them to show how much they have saved on print and paper usage.

What is produced is done so wisely and not at the expense of the taxpayer.

Outsourcing print to cut costs whether in the form of print management or managed print services ensures transparency of print costs, an increase in management control over printing, a complete audit review of what is being printed when and on what device.

A managed print strategy means:-

1. You don’t need to buy new equipment

2. You need to understand what you have and how it is used – what volumes are printed and by whom?

3. Only then consider outsourcing the management of your devices using a print management or MPS (managed print service)

4. With your office devices being managed by a print management provider quarterly reviews of print volumes will ensure that recommendations will be put in place to optimise your printing.

Your company has a business plan right?

It also has a marketing plan that determines when and what you are going to ‘sell’ to your target audience?

You probably have an HR strategy if you are more than 5 people so why would you not have a print management strategy?

Even if it forms part of the marketing budget, you need to understand the cost of print and what that means to your bottom line.

If you don’t know what you are spending on print then how can you manage what and where you print effectively?



The best of 2012. All you need to know about outsourcing in one place.

This blog comes with a health warning...

This blog comes with a health warning…


Here we are the last day of 2012 and what a year its been. It only seemed like yesterday that I sat at this very desk and typed my epilogue for 2011.

The beginning of the year heralded great expectations and even the economy looked like it was digging its way out of the hole it had dug itself into.

Sadly it didn’t happen and the UK along with the rest of Europe continues to stay in the quagmire.

The onset of New Years Eve can be a time of reflection as we consider the year that has gone before.

With all the ups and downs of the year you could excuse yourself for feeling a little disillusioned at the prospect of 2013.

New Year's Resolutions?

New Year’s Resolutions?

If you are reading this then I’ve succeeded in holding my audiences’ interest? More importantly we survived the end of the world which was suppose to have occurred on 21st December.

As I stepped on to the plane with my family to travel back from Hamburg on the late afternoon of the 21st, I would be lying if I didn’t experience a little trepidation although its only an hour’s flight back to Luton.

I held my breath as we came into land and the passenger sitting next to me actually “prayed”as he muttered something in german under his breath I couldn’t help but think he knew something we didn’t?

The maya civilisation predicted the end of the world? They didn’t of course. It is the western interpretation of an apocalyptic ending. The maya civilisation predicted that December 21st this year simply marked the start of a new calendar.

“Mayan refers to the indigenous peoples of South-East Mexico, Central America notably Guatelmala. Mayan was actually spoken by the maya people and the maya calendar was used by the mayan civilisation”.

For the Mayan people 21st December represents a joyous event, not an apocalyptic event. What is coming is the end of a calendar and the beginning of a new one.

Are we facing another seismic shift both economically and personally? Isn’t the start of any new year synonymous with change?

Isn’t that indicative of a New Year – new year’s resolutions, a new chapter, new beginnings, changes, planning and a time to be reflective on what we’ve learn’t from the year just past.

Lets reflect on what a great year 2012 has been.

We had the 2012 London Olympic Games to look forward to. The country was at last unified in one common goal and that was achieving olympic success and putting London and the UK firmly on the map. It was sixteen days of amazing sporting finesse and talent exhibited at the greatest show on earth.

Who can forget that one weekend in August! I still get goose bumps thinking about it even now!

Digital Print Management advises and guides companies on the importance of how to go about outsourcing… just about anything so we’ve taken the best of the year’s blogs and stuck them here as a reminder of what were the best and most useful to you our audience and customer and we thank you for reading and contributing.

Round up of the year’s best blogs.

In January we talked about the differences between what is print management and managed print services a simple guide to understanding the differences.

With p60 time looming in April there was a helpful guide on how to go about having hassle free p60 printing

February provided top tips on how to benefit from outsourcing, automate your AR function and how to implement paperless billing in your company.

March saw the launch of our print-2-mail service and how easy it is for companies to manage printing and posting out invoices, statements and practically any customer letter without moving from your desk.

April saw a brief guide on RTI (Real Time Information) and the impact it’s likely to have on businesses in 2013. This is particularly important for payroll managers and business owners.

Paper chasing and outsourcing business processes dominated May’s round up.

June saw us delve into the murky waters of invoice processing and how to automate and streamline the process.

July concentrated on how to save money using hybrid mail and how to reduce print costs in your organisation.

Document Management Systems and strategies, controlling print costs and Invoice Management were the order of the month of August.

September discussed the importance of Accounts Receivable and how to automate payment allocations.

We then provided a guide on how to outsource your debt collection letters and a really important blog about making sure printed information is kept secure.

November – really exciting month firstly because its getting close to Christmas so we in the office start to feel a tad christmassy but we spent some time on payroll outsourcing and my favourite data cleansing and what this means if you do it right.

Wow we are in December, how quickly the year has gone! It is the month of why invoice scanning is so important to the AP process, then there was print management solutions for professional services companies.

Finally if you really wanted something completely different from what you’ve come to expect, we threw caution to the wind.

Working from home use to be such a big deal and now companies actively encourage it what do you think?

Mobile working and how it’s changed our lives.

With so much social media or anti-social media we talked about how great it feels to tune out once in a while and actually read a book. Are you switching off from digital media?

With the business landscape having changed so radically over the last 20+ years I found researching this blog particularly relevant what’s in a business relationship?  Do you feel the same way?

Next to my family I love Formula 1 Motor Racing so I knocked this one out after Sebastian Vettel won his third consecutive world championship. The importance of teamwork and why its integral to any business.

If you’ve got to the bottom of this blog without faltering then a big T-H-A-N-K-Y-O-U for reading, for liking us, following us and connecting with us in 2012.

My final note for the year:

“Success is not final, failure is not fatal. It is the courage to continue that counts” (Winston Churchill)

Happy New Year from all of us at Digital Print Management.

Follow us on twitter, like us on facebook and do connect with us on linkedin.


Happy New Year.

Happy New Year.





Business relationships! What's in a business relationship?

Business relationships. What’s in a hand-shake!

Over the last 5-10 years there has been a dramatic shift in business relationships and the way we transact business.

Social media is viral and electronic methods by which we communicate have had a major impact on businesses and the way in which we transact our everyday business interactions.

Gone are the days when you’d receive a call from a customer requesting a quote for… its largely performed by email and telephone calls have been delegated to the bottom of the pile.

In my experience many of the people we transact business with prefer electronic methods of communication rather than talking on the phone or answering the phone for that matter.

Many are competent at texting, using apps and sending emails but engaging in a telephone conversation that’s another matter.

To illustrate, earlier this year we were invited to provide a proposal for the outsourcing of payslip printing for a large Plc.

The initial contact was made by telephone and the gentleman who was heading up the project gave me the details of what the organisation was intending.

Shortly after the call, I immediately established he was on linkedin and was able to ascertain he was in his mid twenties.

Following submission of our proposal we followed up with a call, more friendly and professional wouldn’t you think?

Sadly no, instead we got his voice mail, left messages, voice mail, left messages.

Of course we followed up with an email “bingo” we got a response and the rest is history.

What’s in a relationship?

You trust your Doctor to make the right diagnosis don’t you? You rely on the integrity of your Dentist to extract the right tooth or repair it don’t you?

So why is it that business relationships appear to be so “transient” in this modern day and age?

As purveyors of solutions, systems, products and services you’d think that the customer would really go out of their way to ensure that they as well as the service provider work hard to make the “marriage work”.

Customers want and expect different things from their relationships with different organisations in much the same way as they have different needs and wants from their personal relationships.

There are two types of relationships:

  • the type of relationship that join parties together i.e. what ties us together?
  • the nature of the benefits they offer each party i.e. what’s in it for me?

What ties us together?

Business relationships can be defined in terms of levels of emotional attachment and choice for example a customers relationship with their favourite brand of chocolate, food product or perfume would represent a high emotional attachment or a committed partnership similarly to a marriage.
A business relationship with a service provider or utility company is likely to be one of a low emotional commitment because there is little emotional engagement and the relationship is borne out of convenience and necessity rather than a genuine partnership.
The relationship between the customer and supplier has changed and the balance of power arguably has shifted in favour of the customer. Customers have access to more information, greater choices and with social media are able to voice their dissatisfaction in no uncertain terms.
Customers’ expectations have shifted and companies are expected to pay attention to customer service and caring for customers. In turn, customers are placing greater emphasis on honesty, integrity and transparency.

How solid are your business relationships?

What’s in it for me?

Companies need to understand the customers perspective as this will consolidate the relationship between customer and supplier and increase loyalty. The balance has also changed too with customers expecting a better experience than just simply “using a supplier”.

What are the dynamics of customer relationships?

These relationships change and evolve over time. Whether in response to the supplier’s or customer’s action, the circumstances changing and competitor activity at some point test the validity of the relationship.

When a problem occurs the strength of the relationship before the problem and the way it is then managed tests the validity of the relationship. In other words, if the relationship is solid the customer will be empathetic to why it happened and the supplier will be sympathetic in wanting to resolve it quickly and efficiently.

A successful resolution will greatly enhance the business relationship which is why human interaction and talking on the phone or meeting with the client is crucial to making the customer feel valued and to maintaining the longevity of the relationship. Business relationships change and evolve over time. Whether in response to the supplier’s or customer’s action, the circumstances changing and competitor activity at some point test the validity of the relationship.

Ultimately the relationships we have with our customers have different meanings to that of our personal relationships of family and friends.

But the same principles we expect in our personal relationships are no different to those in which we transact in business – honesty, integrity, being treated as a human being and keeping promises and commitments.

Relationships change and evolve over time. Whether in response to the supplier’s or customer’s action, the circumstances changing and competitor activity at some point test the validity of the relationship.

Furthermore, good business relationships require understanding and effort from BOTH PARTIES not just one!

The key point of this article is communication. The art of communication has been replaced by email and social media. It’s quick and easy to transact business this way than it is to pick up the phone and talk.

What do you think? Are business relationships a thing of the past?

Has communication become a dying art?

Let us know what you think!

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Managed Print Services – How to control your print costs

Managed Print Services – reduce print costs, remove unwanted printing and enforce print rules such as colour or simplex/duplex printing.

Most organisations these days have people working remotely from the office and constantly on the move.

The one thing they have in common is the ability to print documents at anytime and anywhere.

How do you keep print sensitive information safe from prying eyes? 

Using a secure document release application makes it easy to keep confidential information viewable for the user only. Accounting and reporting features for document output activity helps organisations comply with privacy requirements.

How do you prevent wasted paper?

How do you keep printer consumable costs down?

What happens when documents are left unclaimed?

What about the loss of productivity in time waiting for documents to be printed at the most convenient printer, not always the nearest one?

Do you call I.T. to ask for more print drivers to be installed or a request to purchase new printers?

Networked printers are not always located for easy access by workers who spend increasing amounts of time away from their desks and documents left unattended can divulge company information such as plans that have yet to be announced or organisational re-structuring. Jams, malfunctions and queues make printers unavailable when people need them. Server based printing with document authentication increases mobility, security and reduces cost for the company.

Not having to rely on a single printer, users can output documents when and where they are needed and avoid the inconvenience of printers out of service or busy. Managing any number of personal printers in an organisation is costly and employees often insist on having their own printers because of wanting their own privacy. By managing your print devices properly ensures security is prevalent at every shared device.

Implementing a managed print services solution ensures that only those documents that are required to be printed use the most appropriate printer for the job i.e. colour printer or to print simplex/duplex. Using a secure document release application encourages user mobility and helps to minimise waste and protect personal information or customer confidentiality.

Print management solutions and ‘Follow-You’ Printing® holds documents in a secure print server until users authenticate themselves at the networked printer of their choice anywhere on the print network, across servers, departments and even geographic locations.

What are the benefits of managed print services?

  • Security is increased by only releasing documents when users are physically at the printer
  • Mobility is enhanced by allowing users to release documents at any convenient printer, anywhere in the organisation
  • Reduces waste by eliminating unclaimed print items and encourages users to print only the documents they actually need
  • Simple authentication implemented using card based ID systems
  • Integrates into multi-vendor environments

Users swipe their ID card enter a PIN or both to authenticate themselves and release their print jobs.

Simplifying and centralising print management using Follow-You Printing works with any printer manufacturer and is available as as both device and terminal based software. Providing one convenient administrative interface for managing your entire fleet of MFD’s (multi-functional devices)
Education – end wasteful and unclaimed printing only allowing print jobs to be output when users are ready to authenticate them at the printer. One University reduced their printing by 41% in one term using Follow-You Printing integrating it with existing campus card systems and on line accounts, students, faculty and staff were able to use the same machines.
Legal – Protect work and client confidentiality by preventing documents from sitting in output trays at unattended printers. Follow-You Printing safeguards clients trust and compliance with corporate accountability and privacy laws.
Office – Give employees the convenience of swiping their I.D. cards to release their documents and the flexibility to bypass printers that are busy or out of service. Follow-You printing operates geographically and users can output queued documents at network printers in your company’s branch offices to avoid the risk of losing or exposing them while travelling.

As an authorised channel partner of ProcessFlows, Digital Print Management provide intelligent print and cost management software solutions for the corporate, legal, education, health care and financial services. Designed to create more effective printing environments, reduce printing costs, increase security and lessen environmental impact.

For more information and a discussion on how we can show up to a 30% saving on your overall print costs by using our Print Management Solutions fill the form in below and one of our advisors will call you:

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Managed Print Services – How to manage your print costs!

Managed Print Services.

One of the biggest challenges facing many companies today is the management of paper, print and print devices.

Implementing a Managed Print Service (MPS) is one of the quickest and measurable way of managing costs because it enables the organisation to consolidate its many devices. Word Cloud "Paperless Office"

Organisations often have an excessive number of devices such as desk top printers, old PC’s and redundant equipment that can either be eliminated or replaced entirely with modern technology.

The ratio of 3:1 reduction in devices is achievable and cost savings on consumables is evident when you consider how expensive desktop printers are to operate, manage and maintain on a standalone basis.

In fact if the cost savings are so transparent you’d think organisations would jump at  implementing an effective print management strategy.

But when considering an MPS there can be resistance from your employees’ and their concerns can be:

  • You cant take away my printer I will be less productive
  • I need this printer because I need to print off confidential information
  • Its not an I.T. issue or expense
  • I print small jobs so it can’t really cost that much can it?

There are ways to overcome user resistance by being able to communicate to the employee the costs of running their printers and the impact on the bottom line; which the employee may not be aware of.

Making a case to implement a printer consolidation strategy starts with communicating the benefits of consolidating printers such as access to better and more up to date technology and the benefits to the environment by printing on efficient devices.

Modern print hardware provides a better quality printed page gives the user faster printing capability for large jobs and colour printing can be offered to the departments who really need it at an affordable price and there are further cost savings by using duplex printing (double-sided printing).

User secure print technology like “Follow-You Printing” can alleviate confidentiality printing since no print job is printed or released until the user authenticates it at the device. Intelligent print rules and routing software takes the burden off the user to decide which printer is best for each job when hitting print a pop up window gives the user options of where to print the job and the associated costs.

A modern print infrastructure will assist employees to be more productive, documents made more secure, and IT can focus on core strategic activities by not having to provide printer support.

After six months, let your employees know that the company has saved thousands thanks to the implementation of a printer consolidation strategy and their changed print behaviour.

Consolidating your devices will save up to 30% of your overall print costs and create a “greener office” by using one of our Print Management Solutions.

Equitrac Office – For the Enterprise

Equitrac Office print management software helps companies gain control and management of their printing to reduce costs, increase document security and enable sustainability programs. Through measurement, monitoring and ongoing management of print activity.

Equitrac Office measures a company’s printing needs and then deploys the proper equipment to meet those needs. It helps employees become more aware of their printing habits and provides the tools to enforce print policies where necessary, such as routing print jobs to the most cost-effective devices or limiting the amount of color printing.


  • Reduce print/copy costs across the whole enterprise
  • Improve document security on the network
  • Eliminate waste and support environmental sustainability

A large US based Bank saved $2 million in 18 months – Eliminated 88 million print impressions, cut colour printing by more than 50%, saved the equivalent of 70 acres of mature trees and paid for the initial investment within the first 60 days of implementation.

Equitrac Express – For Education

Equitrac Express software brings accountability and control of printed output to any campus, school and Higher Education establishment by providing increased awareness of print habits and their associated costs through user-level reporting, print management helps change print behaviour.

Compatible with leading campus card systems and any printer/MFP, Equitrac Express is used in over 1,000 education institutions throughout helping schools enforce student print quotas, charge for printed output, reduce wasteful unclaimed printing, and make printing more convenient, manageable and secure.


  • Reduce print waste and increase cost savings
  • Recover costs via “Pay-for-Print” – Authenticate with Student ID Card or PIN
  • Track and manage print/copy jobs across the site
  • Convenient for users – Documents held in a virtual queue, for printing anywhere to any device (depending on user’s print rights)

A large metropolitan University (24,000 students, over 3,100 staff, 3 separate campuses, 26 buildings) realised £310k savings over three years, eliminating over 4.5 million pages of wasteful printing.

Digital Print Management provides mission critical solutions to enterprises that are looking to effectively manage printing environments, reduce print costs, increase security and and lessen environmental impact.

Call us for more information on: 01234-271156 or fill in our contact form and one of our advisors will get in touch.

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Managed Print Services. Paper Chasing! How paper has changed in our hi-tech world!

I’ve been working in the print industry in some shape or form for over 20 years and witnessed the migration from electronic typewriters to PC’s.

Emailing has become the staple method of communication, CRM systems allow us to manage our communications and how we interface with customers, the rise of social media another way of promoting yourself and your company’s brand.

These technological developments have impacted our working lives radically changing the way we work, how we interact with customers and as a result the way we use and interact with paper has also changed.

Or has it?

The lifecycle of a document use to be very simple.

A document would be created as a form or letter, it would be saved, printed and posted.

The letter would then be stored in a drawer or in an appropriately labelled file dependent on how often it would be accessed or, filed into obscurity until such times when you had a spare few minutes to go through your filing cabinets or drawers.

When information from the document was needed we’d hunt around for it, not always an easy task to remember where you filed it and which drawer you relegated that letter.

Once retrieved from storage it was copied if needed but this bit of paper involved a human interaction.

Finally, when the document was finished with, it was filed and returned to storage. A process repeated many times up and down organisations in the UK.

The problem with this filing method is it is very slow, prone to errors resulting in many documents being misappropriated or misfiled.

In the last ten years electronic document management has exponentially changed our working life’s. It has changed the way we interact and use paper. No longer perceived as a long term medium, human interaction with paper has changed from being a permanent record to a transient or short term interaction.

Paper storage hasn’t completely been relegated to the annals of history. It is still required in regulated industries and government but this is fast changing too as many of the permanent records of information are now being stored electronically!

You’d expect that with such a major shift to electronic document management paper work flows would be drastically reduced.

Statistics indicate paper usage is on the decline. The evolution of paper from a permanent record to a short-term bit of information has only changed how paper is used – not how much!

The shift has swung to documents being printed far more times from its electronic master when compared to antiquated filing systems.

Why is this happening?

Because there is still a preference for human beings to interact with paper or to interact with the information that is on the paper.

Think about how we use paper daily. We print the document, use it and then toss it in the bin when finished and then the next time you need it, you guessed it, you print it again repeating the process.

I don’t believe anyone can wholeheartedly put their hand up in the air and say they’ve never done it, we all do it daily unconsciously almost. It is a repeatable process.

The evolution of smartphones, tablets and the need to reference information sometimes makes it easier to work with paper!

Let me quickly illustrate, I’m writing this blog and am working from material and articles that I’ve researched and annotated. If I have two screens easy but its actually quite difficult to switch between what I am writing and what I am reading. Yes, I know I can minimise but its still not that easy.

Even with advent of great mobile apps like Goodreader, webnotes all of which are useful note annotators, it is just not the same as working from the printed article!

Where you can scribble, hi-light and make notes using a pen!

Which validates the statement I made above, people like interacting with the information on paper. The only difference is the way in which we interact with paper, it is very different than we did say twenty years ago!

With most business processes still reliant on paper output for records, transactions, reference or simply for better readability the best solution is to print smarter with print management and apply print policies to ensure that when a document is printed it is printed securely and on the most cost effective device.

Employing managed print services (MPS) will track print usage enable, duplex printing rather than simplex printing when needed, print mono rather than colour, encourage users to be made aware of what they are printing and why they are printing it, how many times they’ve printed the same document and how much its costing the organisation.

MPS will also give users the relevant tools to ensure they make the right printing decisions such as pop up alerts that recommend a different printer for the job they are printing.

Paper as a permanent record held in storage is declining, paper as a substrate isn’t going anywhere.

The use of paper can be better managed with achievable cost, security and improved workflow results.

What do you think?

Do you have a paperless office? If so how have you achieved it?
Is your office under siege with paper?
Would you like to implement a reduced print policy?
What about employees? Do you have a no print policy but find it difficult for staff to employ your no print policy?
Share your thoughts please or post a comment.
We’d love to hear what you think!

If you would like more information click here

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How managed print services cuts the cost of office printing.

By implementing a managed print service strategy that saves time, money and is ‘green’.

I recently wrote about the differences between managing your print in-house V outsourcing/print management.

Here! Two similar sounding models yet distinctly different!

In the article, I refer to the management of print in-house often referred to as MPS (Managed Print Services)

The lines become easily blurred when talking about print management and MPS?

Many businesses don’t really understand or know the true cost of printing and often there is no method employed to manage and control print spend.

How can you take control of this seemingly mundane yet essential everyday business function?

Take Control of your print NOW!!

managed print services VS print management

Why implement an in-house print management  system?


  1. To manage and recover costs
  2. Be able to print anywhere but with the right control mechanisms in place
  3. Reduce paper waste
  4. Increase productivity
  5. Reduce adminstrative costs
  6. Improve profitability by removing the hidden cost of printing and making it visible
Before I continue I should point out that a print management software/hardware solution employed in-house is not the same as print management and outsourcing all your finance/corporate printing.
Whilst the two sound similar and do cross paths, print management is a unique discipline that includes outsourcing anything from a business card, cheque to pens, mugs, mouse mats and all your finance/corporate print.
Managed Print Solutions are about managing the document process and print such as the printing of emails, photo-copying and document archiving in-house.
Implementation of an effective managed print program can see businesses reduce print costs by up to 30%.
Statistics can so easily be manipulated but for the purposes of this article let me provide an example of a US bank that implemented a strategic print management process and removed some 88 million print impressions, cut colour printing by just under 50% and paid for the initial investment within 8 weeks of it being set up. Impressive!

print management

How does it work?

A suite of print management software tools designed for companies, universities and commercial enterprises installed on your network that help you take back control of what you print by monitoring, measuring ongoing management of print activity.
The software is designed to gain a clear picture of what a company needs and then involves the deployment of the proper equipment to meet these needs.
It also helps employees become more aware of their printing habits and enforces print policies where necessary such as routing jobs to the most cost effective devices or by limiting the amount of colour printing.
Using print management software brings accountability and control of printed output to an enterprise, school, university, law practice, and accountancy firm.
User level reporting hi-lights awareness of print habits, costs and helps influence print behaviour to make employees think more before they hit the PRINT button.
It is a simple one step solution which keeps track of output from all connected printers and copiers by providing:-

Take control of your printed output!

  • Accurate – information for all print and copy costs
  • Secure – only releasing documents for output after users authenticate at the device
  • Mobile –  allowing users to send files to print from one location then pick them up across the building or campus
  • Green –  as it can discourage waste and enforces rules for  output
  • Reduce –  print/copy costs and waste around the organisation
  • Redirect –  large jobs +50 pages to a high volume multifunctional product (MFP)
  • Eliminate –  unnecessary printing by allowing users to delete jobs sent in error
  • Auto delete –  jobs in the print queue so they aren’t printed
  • Duplex printing – colour prints
  • Works with existing printers MFP’s and copiers
  • Adapts to any size

How do you regain control of your print spend and reduce print and paper costs?

managed print services

Easy. Click here and one of our advisors will call you.

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What's the difference – Managed Print Services v Print Management Services

Managed Print Services vs Print Management Services?

When two seemingly similar sounding service offerings actually mean completely different business models?

Although they sound the same and are often used in the same context, they are in fact very different from each other!

Here’s how?

Print Management Services

Let me start by describing what print management is! Back in June 2011, I wrote about print management services and the benefits it can bestow on an enterprise or company, a more detailed understanding of it is here!

Optimising print management enables a business or enterprise to “control” costs through an external service provider for all their document and print needs.

This can be anything from a business card, USB stick, offset printing, wide format, apparel and promotional gifts to printed leaflets and magazines.

The benefits of working with a print management partner enables you to make gains financially as your print spend is centralised with one main supplier.

Their ability to locate and provide the print resources you lack in house such as buying power, print expertise, skill and cost budgeting are beneficial to the customer.

Most businesses have no idea what they are spending on print in fact many businesses view print as a necessary evil rather than an essential tool in their business kit and certainly one that can benefit from being outsourced to an external party!

Print management is about managing the purchasing. It really is a mixed print bag of stock control, logistics, distribution, storage, procurement of printed matter designed to deliver cost savings, time savings and controlled spending whilst providing a managed print solution.

Managed Print Services

managed print services

Managed Print Services or Print Management Service

Often abbreviated to MPS also known as enterprise printing services and managed document services.

MPS refers to the active deployment of a centralised management of a fleet or group of hard copy output devices such as photocopiers, digital devices, laser printers and scanners.

In effect it enables the company, school, university to take control of their printed output from any or all of these devices.

Thus controlling what gets printed on what device.

MPS affords the ability to manage and control the cost of the output by providing secure, restrictive, re-directional access to printing devices by setting up company wide rules for output consistently, automatically resulting in responsible printing and minimising waste paper and ink toner.

It is a simple solution designed to keep track of all output from connected printers and copiers by accounting for and recovering costs therefore ensuring convenience but without sacrificing security.

What are the benefits of both?

For example a University would make substantial savings having a managed print service and a print management service provider.

With many staff and students accessing potentially thousands of devices on a network tight control of what gets printed and where is warranted.

Equally a print management service takes away the headache of how to go about printing the Student HandBook or Prospectus as the print management company will have the knowledge and access to the best trade supplier thus ensuring the university gets the job done at the best price.

Both services are in effect managed centrally with MPS enabling an organisation to control their print budget and PMS (print management services) although externalised also managed centrally albeit printing is off sited but with control over monetary spend provided by the PM company who as part of the service provision will seek to manage your print costs.

Which service is better for me?

No hard and fast rule really. A school, university or a law practice could benefit from a combination of both services. A business who has a spend of £50k p.a. on print might well benefit from a PM service as they lack the time and skill to source printed items and may well be running a number of desktop printers and maybe 1-2 copiers.

Compare this say to a university or a big city based law firm where personnel print either from a desk top or remotely and there is no real control over what gets printed and where it gets printed i.e. a document printed in colour when black and white will suffice. An MPS will give them better control over costs.

Where print is ordered on a “when we need it basis” and is managed by different personnel then its highly likely a PM service will save the firm time and money!

managed print servicesBoth services can work in tandem or independently of each other! Both services have the potential to drive a business’ print costs down substantially making the management of print less fraught and time consuming!

By requesting a print audit we will be able to establish what service will benefit your organisation.

So call us now for a free impartial discussion and we will show you how to save money on your print!


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How print management software saves you money.

How to automate print in your company employing print management software.

Most companies have the option to insource or outsource their document printing and manage document flow thereby managing print costs.

Print management software helps companies gain control and management of their printing to reduce costs, increase document security by automatically enforcing printing rules, authenticating users and identifying and allocating document costs.

I’ve exemplified the benefits that can be had by outsourcing documents and demonstrated effective ways where organisations can save money.

But, what if an organisation can’t or simply wont outsource these business processes due to system limitations or compliance to a specific process and or system?

Like every story there are always two sides.

What can a company do to ensure its paper flow is…

kept flowing?

Implementing a strategic print management software application can ensure you automatically control and manage how print flows through your organisation satisfying three primary objectives:

  • improve productivity
  • maximise time
  • reduce paper

Using a print management application with effective print controls automates and optimises the way print moves around a building. Setting specific print controls and denying users printing from certain open applications such as email and automatically re-routing that task to the most cost effective printer such as a mono printer rather than an ink guzzling colour cartridge printer can help drive down the print costs for a company.

Industry analysts estimate that over 44% of printing is unncessary. We print things more than once, instead of selecting the pages we print which might only be one page we end up hitting the “print all” button.

Wasted paper, consumables, escalating electricity bills are the hidden costs behind unnecessary printing therefore opting for print management software helps companies regain control and management of their printing to reduce costs and increase productivity. 

By measuring, monitoring and managing print activity, print management software provides a way for companies to gain a clearer picture of a company’s printing needs and then enables the effective deployment of equipment to meet those needs without spending capital on printing technologies that are either inappropriate for the tasks required or are so costly that the ROI will take years.

The deployment of print management software tools within an organisation helps employees become more aware of their printing habits, provides tools to enforce print policies by re-routing print jobs to cheaper printers, reduce print/copy costs, improve document security on the network and eliminate waste and inefficiencies within an enterprise.

What exactly does a managed print service do for a company?

  • An MPS (Managed Print service) tracks print, copy and scan activity company wide
  • Allocate document costs to a department or office
  • Set and enforce print/copy quotas to prevent paper waste
  • Makes printing easy and convenient and more secure
  • Re-direct print jobs to more cost effective devices
  • Reporting functionality which enables a company to keep print costs down

Deploying a cost effective print managed service can save a company money if implemented in the right way.

What do you do to keep print costs down?

What strategies have you employed to reduce the amount of paper that flows through your company?

Let me know what has worked and what hasn’t?

If your company is slowly going under paper then call us to discuss your requirements.

In the first instance we will do a print audit  free of charge.

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