REDUCE YOUR OFFICE PRINTING COST

Assuming that you have 50 employees in your company and those 50 employees print a 3-page document at least every day, how much do you think do you spend on your digital printing cost? The numbers in the question is quite small if you are to analyse it vaguely, but if you are to really compute the cost that your company spend on printing, you would be shocked more than amazed to know that you are spending a lot on printing. What’s unfortunate is that most of the documents printed by your employees go to waste -- some print outs just contain a one liner text or a link from a printed webpage and some are documents that are totally irrelevant with what the company is doing.

                                   

Giving your employees the freedom to print freely and to print whatever they want is not really unacceptable as long as they also know how to print economically.

TIPS TO PRINT ECONOMICALLY

Printing is one activity that you cannot avoid completely in an office. Employees use documents in their daily reports, presentations and proposals. Printing makes the lives of the employees easier. However, employees must also know how to fully utilise printing to their advantage.

• Print in “draft” mode whenever possible. Draft mode is a setting that can be used when printing any Microsoft Office software. Draft mode works by printing selected dots from the matrix of the document if it were to be printed in normal mode. When a document is printed in draft mode, the document will appear to be lighter and dottier but still, you can perfectly read the text and recognize the images that are printed. And since draft mode only select dots from the matrix of the document; it increases the print speed too.

• Print in duplex or multiple. You can cut off your company’s printing cost through printing on both sides of the pages or by printing multiple pages on one paper. You can do one of these techniques or you can do both. Printing in duplex or multiple is especially useful when printing Microsoft Powerpoint presentations.

• Use print preview and shrink to fit when printing. Aside from printing in draft mode and printing in duplex or multiple, you can also use print preview and shrink to fit to cut down on your printing cost. Before printing anything, preview the document and see how it will look on paper by using the print preview button. You can choose to adjust the font size of your document’s text or you can add spaces to the paragraphs to make your document more presentable.

Avoid wasting valuable ink and learn how to reduce your printing cost. However, if you feel that the printing cost of your company is not moving according to the way you wanted it to be, then you must probably seek for the help of the experts.

 

Capita Document Information Services offers managed document services for companies who want to cut down on their printing cost. To know more about how Capita can help your bu

What is Docucheck® Consultancy?

EFFECTS OF THE PRINTING COST OF EMPLOYEES

We have mentioned in our previous blog post that an average employee is estimated to print 60 pages per day which amounts to 12,000 sheets in a year.  The figure is surprising because managers give the employees the freedom to print on their own -- giving them the option of printing whatever they want, how they wanted a document to be printed, etc.

What’s unknown to us is that a huge amount of the printing cost of employees goes to printed pages that were never intended to be printed like web printouts that only contain a URL at the bottom of the page or a banner ad at the top or the chain replies of an email.  When analyzed, the waste that was generated by sloppy printing is truly frustrating. Additionally, the number of wasted pages does not only contribute to the large printing cost of the company but to the carbon footprint of the company as well.

In order to hit the two problems stated, Capita Right Documents Solutions designed Docucheck® Consultancy.

WHAT IS DOCUCHECK CONSULTANCY?

Launched in 1996, Docucheck® Consultancy helped Capita and their clients to minimise the printing cost of their company through analyzing the working environment of the business. After the thorough analysis of the problem, Capita Right Documents Solution has generated a way of reviewing the printing cost, usage, user needs and office environment needs of the business. It paved way for the business to better understand how they can utilise the number of equipment that they have. Additionally, proper printing management were learned resulting to defining the best way to support and manage the solution going forward.

Through continues innovation, Capita Right Documents solution has devised a way to reduce the cost of total cost of ownership of their clients from 15% to 40%. Furthermore, Docucheck® Consultancy has provided better environmental working practices for the employees of their client. All in all, it can be concluded that this innovation is a win-win situation for both Capita Right Document Solutions and their clients. Docucheck® onsultancy opened the possibilities for the client to improve its business while having user satisfaction and user productivity.

CONCLUSION

Companies are not fully aware of their true printing cost, volumes and requirements. Furthermore, employees of those companies are not well knowledgeable of the available devices that they have leading them to not fully utilising the equipment. Thus, it can be said that employees doesn’t have a strategy when it comes to office print solutions.

Since everyone is getting active to become a part of an environment-friendly community, Docucheck® Consultancy, one of Capita Right Documents Solutions’ managed document services, can enable companies of all sizes and industries to save money while meeting the growing demand for environmental responsibility and accountability.