Hidden Print Costs Most Companies Do not Even Realize & How To Reduce Them

When evaluating a Print Management Solution the hard costs of the repairs, supplies, equipment purchases and maintenance kits are just some of the areas of savings you will achieve through PrintSolv. However, the soft costs are usually ignored by companies because they are harder to calculate. Please review the following information in addition to the information sent to you earlier this week that will help in determining true costs associated with your current print management process.  However, hidden cost such as lost time plays a major factor in print management.

 Print Management Soft Costs

             When determining the costs associated with method managing your printer, fax machines, MF’s and copiers there are several costs that are not as easy to determine without careful consideration. Did you know that according to the GSA soft costs on the average per purchase are between $95 and $210 per incident? Ask you self the following questions:

What is your order process?

Repair Order Scenario:

1. General the end-user alerts It or purchasing about a problem

2. It finds the printer (travel time) and qualifies the alert (more time)

3. IT calls the service company and asks questions about the problem or requests a service call (time on phone).

4. The service company comes out and solves the problem either right away if they have prior approval or submits a quote to the IT for approval.

5. If not approved right-away then a second trip by the service company will cause more lost time.

6. The End-User is without the printer for 4...8 hours. It has to reroute the print jobs to another printer (IT time lost).

7. IT approvals the repair or goes through the company approval process (IT and approval time costs).

8. IT contacts the service company a second time (IT time lost) to come back out and repair the printer if approved.

9. IT calls the end-user making in the end to make sure the problem was solved (more IT and employee time lost).

10. Work gets signed and service company sends the invoice to A/P to get paid.

11.  A/P contact IT to make sure the work was done (employee and IT time lost)

12.  A/P gets the proper signature and pays the bills (time spent by A/P staff).

13. The above process is repeated every time you have a problem! 

     How much does this process cost your company?

A. It costs IT employee time

B. It cost End-User time lost

C. It costs A/P staff time

These are soft costs. How much does your staff get paid an hour? Could they be more productive doing other tasks that actually general revenue instead of expending it?   35% to 70% of these costs can be eliminated with the Advanced Business Computers Inc. PrintSolv Program.

            Supply purchasing scenario:

1. Supply person looks at their supply status in the stock room often and determines if an order is needed.

2. Supply need list is created.

3. Approvals are acquired to make a supply order.

4. The supply company is called and order placed.

5. Order is delivered and deliveries check for accuracy by your staff.

6. Invoice is given to the A/P

7. A/P gets the signatures it needs and processes the payment.

How many times does your company order supplies? 12, 24 36 times a year?  On the average this process takes a company two hours to complete from determining if an order is needed through the complete process to payment. This could easily be cut by 50% to 75% through the Advanced Business Computers Print Management program.

Other Soft Cost to Consider

1. Cost associated with replacing equipment. Research, approval process and ordering.

2. Costs associated by improper allocation of resources.

3. Company profitability lost through the inability to charge cost centers print related costs within the company.

The all of the above cost could be greatly reduced. True Print Management is not an equipment lease program as copiers companies suggest. Centralizing printing does not reduce costs for 87% of the companies surveyed and in 79% of the cases increase costs instead of reducing them. Copier companies and other companies who lease equipment (per page/set monthly volume) have been playing the per page game for years knowing that their prospects (again 87% of the time) pay way more per page then what they are saying. Whether you choose our company or not ask us for details on how these companies do this and save your company thousands of dollars.

True Print Management = Cost Avoidance

        True Print Management is a Cost Avoidance Program. Print Management provides you information combined with resources to reduce your over-all costs without the need for new equipment. Information is key to any Print Management Program.  

Do you know your true costs? Call me now (305 477-2320) for details and ways to reduce your companies overhead and increase your profits.