Home > Green IT, Managing Behavioural Changes, Printing Tips > Green IT Printing Initiatives – Save Energy and Save Paper by using Managed Print Services

Green IT Printing Initiatives – Save Energy and Save Paper by using Managed Print Services

Save Energy –> Save Paper –> Save Costs

If your organisation has separate printers, photocopiers, scanners and faxes, you may want to consider Managed Print Services. There are a number of suppliers who provide this service, and the financial and environmental reduction benefits have been proven!

An understanding of your current businesses processes and IT print infrastructure is initially required.

  • Are departments paying separately?
  • Are there any legal requirements to do so?
  • Do employees know about the printing policies?
  • Do you continue to keep what you have or are you just wasting costs this way?
  • Do you have different makes/models for faxes, photocopiers, printers and scanners?
  • Do you have to really fax, photocopy, print and scan documents?
  • Do you know how much you’re spending on licenses, maintenance/support, paper, toners/cartridgesIT energy usage (the bills), etc?
  • How do you recycle?
  • How long does it take to ‘walk to the printer’?!?  🙂  Think of the exercise and health/safety!
  • How many support calls for IT are logged to do with fax/photocopier/print /scanner faults?
  • How much time is spent on training staff to fix these devices, use them, etc?
  • How reliable are your suppliers?
  • Is information secure if a printer is shared across different departments/team?
  • What impact does it have on your business when none of the devices work?
  • What is your printing policy?
  • Which departments/employees require their own personal printer?
  • Who actually knows the overall IT printing costs?
  • Would it be better for the IT department to focus on their other main responsibilities within the organisation? To support the IT systems used by the business and its customers?

 I could go on and on with my questions!

At a recent event I attended, Severn Trent mentioned they have a paperless office and no air-conditioning. I’m intrigued! As mentioned in a previous blog post, there are needs to print.

  • client/customer documents
  • confidentiality agreements/non-disclosure-agreements (NDA). This is a document you give to a person who has said you can trust them to keep all information (projects, prospects, clients, suppliers, who you are in talks with, etc) that you share about your company confidential.

***

TOP TIPTHINK VERY CAREFULLY before you share any company information with anyone, whether you know them personally or professionally.

  • What will it cost you/your business? 
  • Who would want to get information about your company from a person who has signed a confidentiality agreement
  • Can you trust the person who has told you verbally and/or in writing they have kept the information confidential?
  • Are they honest?
  • This (breach of non-disclosure/confidentiality agreement) will take CONSIDERABLE TIME out of your work/business.
  • Value time?
  • Do you keep both a soft and hard copy?
  • Is a digital signature ok?
  • Do you have policies in place asking the people who have signed a non-disclosure/confidentiality agreement to confirm in writing they have kept the information you have shared about your company confidential?

***

  • lengthy legal standard contracts from professional solicitors which require a signature (for full/part employees, subcontractors, etc.) Again you will be sharing company confidential information.
  • letters
  • marketing material
  • questionnaires
  • receipts

and more…

Just like some mobile phone contracts, with Managed Print Services you are paying a monthly fee. The costs may also include page volumes, print cartridges and maintenance/repair.

To have your printing services managed centrally will reduce your waste in more ways than one, as it’s a more controlled structured process.

Having remote support has many advantages, such as automatically monitoring your current supply usage and any performance issues for you (in advance). By paying and monitoring monthly, you will have much better reporting, incident reports, fix response times and more.

Giving Time and Solutions Ltd is an independent company, which means the solutions given are vendor-neutral. I have information on a number of suppliers who have proven to reduce the IT print costs and improve the Corporate Social Responsibility (CSR) for large, globally and UK based companies. The Service Level Agreement (SLA) for each supplier will differ, but overall, your IT printing costs will be a lot more transparent…..which is a good thing!

MFP/MFD (Multifunction printer/devices)  have replaced legacy IT equipment, as they allow you to print, copy and scan-to-e-mail, and have many other technical features. Having to enter a pin to collect print-outs has also proven to reduce the paper waste on documents which have been sent to print, but have not actually been printed.

As with most changes,  managing the behavioural changes will be required. Employees may no longer have their own printer and they may see it as a more controlled process.

If you don’t know what each department/team is doing, how will you know how best to reduce your costs and waste?

However, in time, the benefits will be seen, and employees will see an improvement to efficiency, productivity and quality.  These benefits will need communicating to all staff on a regular basis, so that the difference is being recognised.

WEBSITE REFERENCES

NO. WEBSITE LINKS DESCRIPTION
1. https://triptaprashar.wordpress.com/2011/04/18/green-printing-option-vegetable-based-inks-reduces-the-impact-on-the-environment/ Previous Blog Post on Vegetable-based inks – written 18 April 2011
2. https://triptaprashar.wordpress.com/2010/08/05/to-print-or-not-to-print-reduce-costs-and-carbon-emissions/ Previous Blog Post on ‘to print or not to print’ – – written 5 August 2010
3. https://triptaprashar.wordpress.com/2010/08/20/printing-tips-explaining-the-why-on-how-to-print-efficiently-and-be-more-greener/ Previous Blog Post on explaining’ when’ to print – written 20 August 2010

 

Author: Tripta Prashar
Company: Giving Time and Solutions Ltd
Company website: http://givingtimeandsolutions.com
Professional profile: http://linkedin.com/in/triptaprashar
Date created: 14 September 2011 9.00pm
Last updated: 2 April 2015 5.55pm

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  1. November 12, 2011 at 06:13

    One small way of saving printing costs is buying generic ink and toner cartridges.

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