We often take our printers for granted….until there’s a problem. Printer issues not only slow you down, but they can also pose security risks, increase costs and be a huge source of frustration. This blog takes a look at ten major print issues you shouldn’t ignore:
1. Uncontrolled Spending – Businesses often underestimate the cost of printing. Print-related costs can consume anywhere from 7% to 13% of budgets when user restrictions are absent. This can lead to an excessive amount of printing, which in turn, leads to higher costs.
2. Unsecure Print Devices – Unprotected network printers and MFPs have become prime targets for hackers. These devices store sensitive data, which can be accessed by unauthorized individuals if left unprotected. In addition, confidential documents left in the printer output tray can also be easily stolen or viewed by unauthorized personnel.
3. No User Print Restrictions – Can people print as much as they want in your organization? Many businesses allow their employees to print without any restrictions. This can lead to an excessive amount of printing, which not only wastes paper and other resources but can also be harmful to the environment.
4. Reactive vs Proactive Service – Are you calling for service AFTER the problem occurs? Many businesses are reactive when it comes to their printing needs. This means that they only call for service when a problem arises, which can lead to downtime and lost productivity.
5. Color Printing Abuse – Color prints cost 5 to 7 times the cost of black and white prints on most devices. Many businesses continue to allow their employees to print in color on all documents. This can lead to increased costs and wasted resources.
6. Last-Minute Toner Orders – Last-minute toner orders for a business can be a real headache! Not only can they be expensive due to rushed shipping costs, but they also create unnecessary stress and disruption. Plan ahead and maintain a sufficient supply of toner so that your business can operate smoothly without any disruptions.
7. Multiple Print Vendors & Confusing Invoices – Dealing with multiple print vendors can result in confusion and inconsistent pricing, varying service levels and a lack of accountability when things go wrong. With multiple vendors come multiple invoices, each with different payment terms and details. This can be time-consuming to manage and can make it difficult to budget and track expenses.
8. Inefficient Print Usage & Cost Visibility – Many businesses have no clear visibility into how they print or what they spend on it. To manage printing costs effectively, businesses need visibility into how much they are spending and how printing resources are being used. With these insights, businesses can make informed decisions about how to optimize their printing resources.
9. Printers are an IT Distraction – Managing printers is often seen as an IT function. However, dealing with printer-related issues can be a significant drain on IT resources. This can take valuable time away from other mission-critical IT responsibilities, leading to reduced productivity and increased frustration for IT staff.
10. No Print Policy for Employees – Without a print policy in place, businesses can experience uncontrolled printing and spending. A print policy helps establish guidelines around printing, including rules around when color printing is appropriate, when double-sided printing should be used, and when it is acceptable to print personal documents at work. These guidelines help to reduce unnecessary printing, which can save businesses money, reduce their environmental footprint, and lead to more efficient use of company resources.
These common print oversights can be easily prevented with the help of a Managed Print Services provider. They can help implement print restrictions, secure print devices, and offer proactive print strategies to create a more efficient and eco-friendly printing environment.
About Modern Office Methods (MOM)
Modern Office Methods has helped businesses navigate their document challenges for over 60 years. They offer Production Print Solutions, Managed Print Services, Software Solutions and IT Services to help enhance their customers’ business processes while reducing expenses.
For the latest industry trends and technology insights visit MOM’s main Blog page.
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