PRINT COSTS INTO
The true cost of print is often
obscured. When you know
where to look, you can make
Here are some thoughts on how you
can work smarter …
IN THE OFFICE …
Printing costs account for
up to 3% of an organisation’s
We think they’ve become a black hole in IT budgets …
1 Based on research from ALL Associates Group, EDAM Whitepaper, 2012
Visible costs like hardware, paper,
consumables and maintenance
only add up to around 20% of
total office print spend2.
It’s the hidden costs incurred across your print
and document management that have the biggest
impact on budgets.
2 The True Cost of Enterprise Printing, IDC Report, 2011
FOR EXAMPLE ...
... just add up how much
of your office print costs are
spent on these areas:
IT SUPPORT AND
Dealing with helpdesk enquiries, equipment
management and maintenance, staff
training, print servers, network connections
and print software.
Many organisations still struggle to
assign a cost to many of these areas.
For those that can, it often adds up to a
lot more than they expect.
WHAT CAN YOU
DO ABOUT IT?
If you already have good visibility of the
costs and a team with print management
experience, we have the tools to allow you
to take more control.
Our software helps you
manage and improve secure
printing and job routing,
tracking and controlling costs
across your organisation.
Whether it’s scanning or
printing, from PCs or mobiles,
you can also ensure consistent
output and user experience
across different devices.
The range of print and
imaging hardware we
offer allows you to
standardise your fleet of
printers, improve reliability
even in legacy IT
If this sounds like a lot to manage, or your
team lacks the skills or experience, you can
consider a Managed Print Service (MPS).
This lets you outsource the management of
your print to an expert team.
THE MPS OPTION
Nowadays the options are highly flexible
and you can choose between more basic
support or pick from a full range of services
and consultancy – even a bespoke
approach built around specialist
CHOOSING THE RIGHT MPS FOR YOU
Fully outsourced MPS
Where would you fit on the line?
MPS TARGETS COST SAVINGS BY ...
• Cutting time and effort spent dealing with multiple suppliers
• Consolidating equipment and reducing the cost of
managing and maintaining multiple print devices
• Improving purchasing performance with centralised
procurement of all equipment and consumables
• Monitoring all print services and usage –
driving continuous improvement
• Reducing print wastage by establishing standard,
organisation-wide print rules.
MPS SHOULD BE A
JOURNEY OF CONTINUOUS
In our experience, the best approach
is based on a proven methodology
that continues to deliver savings over
the longer-term. Like this ...
savings and improvements
in your current print
Turning insights into
and a business case.
Review, Review, Review
Regularly analysing performance
and driving continuous, long-term
savings and efficiencies across the
Managing the introduction of
onsite services – training staff in
using the new equipment is key.
Support and manage
Managing supplier contracts,
equipment and consumables, and
resolving any issues before they
So you can focus on your core business.
WHEREVER YOU ARE
ON YOUR JOURNEY,
WE CAN HELP.
Here are three short examples
from our customers.
“ We’ve gained in so many ways. Print-related
costs have been substantially reduced,
which has significant impact on our bottom
line. We have far fewer devices, which are
more flexible and resilient, and we have the
right machines in the right places. ”
“ The results achieved here speak
for themselves – we are now
saving over 60% of our previous
printing and copying costs. ”
HEAD OF APPLICATION-MANAGEMENT &
“ We can drill down into the total volume of
print and see exactly what it consists of –
who’s printing what, on which machines,
how much is in colour or black-and-white,
and how much is double-sided. ”
THE WAY YOU PRINT
Short run advertising
Posters and signage
CAN ALSO BE A MAJOR COST DRIVER
In our experience, in-house
production print should save
between 10% and 30% over
If your organisation is not achieving this kind of
result, or you are curious about taking these
operations in-house for the first time,
what are the key considerations?
In-house print capacity can
be a great resource – but it
only delivers real value and
saving over outsourcing if
people use it.
If you can channel more jobs through your
internal print rooms, and turn around work
faster, you can cut costs and improve service.
Being able to offer the right services in-house
attracts more users, more economies of scale
and more value …
PRINT ON-DEMAND Short print runs and fast turnarounds
enable an agile response to changing demands.
VARIABLE DATA PRINT Easily customise communication
materials with engaging personalised content.
WEB TO PRINT Streamline service efficiency with online
job quoting, ordering and tracking.
We’ve seen this in our work, helping all kinds
of organisations drive savings, increase efficiency
and gain real competitive advantage …
• Introducing new services to attract new users
• Automating production workflows and
• Improving cost management and enabling
SO IF YOU ALREADY HAVE AN
IN-HOUSE PRINT OPERATION
OR ARE THINKING OF
MAKING THE MOVE ...
... these are just three examples of
organisations who have achieved
“ Managing the whole production
process in-house, we estimate we’ve
reduced almost 50% of our print-related
NINO DEL PLATO
CENTRAL REPROGRAPHIC DEPARTMENT MANAGER,
“ Somewhere between €80,000 and
€108,000 has been saved per year in print
costs – instead of holding large stocks of
standardised folders and documents, we now
print only the precise number of customised
documents that we need. ”
SOUTH JUTLAND HOSPITAL
“ We’ve consistently achieved
high-quality results, day in, day out.
I estimate we have cut our
costs by about 50% across the
entire process. ”
GRAPHICS AND DESIGN DEPARTMENT HEAD,
HOW CAN WE
If you’re looking to reduce these hidden
costs, we can help ...
From office documents to specialist
or high-volume production.
We have the wide-ranging expertise
and market-leading technology that
can make a big difference to the way
you work with print.