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For many companies, printing is an assumed part of daily operations. However, printers and printing costs are often only considered at a surface level, focusing on immediate expenses like hardware and toner. In reality, the true costs of printing are more complex and involve a variety of hidden expenses. These hidden costs can impact productivity, IT resources, and data security, weighing on the budget over time.
In this article, we highlight typical cost traps in traditional print management and show how cloud printing can help reduce hidden printing costs and enhance efficiency.
Overview of Business Printing Costs
Company printing costs are made up of multiple factors, often not initially visible. It’s useful to distinguish between direct, indirect, and administrative costs:
- Direct Costs: These include physical costs for printers and supplies like toner, paper, and hardware support contracts. Other direct costs arise from PCs and servers, which often need to be upgraded every 3-5 years. Energy consumption, especially with frequent printing, is also a direct cost driver. Security solutions such as antivirus software, remote management tools, and security updates add to these costs.
- Indirect Costs: Indirect costs often stem from the IT support needed for printer issues. Lost productivity due to outdated hardware or software is another factor, as employees lose time due to technical limitations.
- Administrative Costs: IT teams often spend considerable time managing printer drivers, updating software, and resolving user issues. This ties up staff resources that could be better spent on strategic projects.
Hidden Costs in Print Management
In addition to direct costs, there are hidden expenses embedded in print management. Such cost which can be challenging to identify include:
- Infrastructure Costs: Setting up and maintaining a server for print spooling, as well as operating system and security software licensing, can be significant. There are also specific costs for implementing redundancy mechanisms, VPN costs for point-to-point setup at each location. Integration costs also arise for devices that do not use Windows operating systems, as solutions are required to securely integrate Macs, iPads, iPhones, Android or Chrome OS/Chrome Enterprise browsers into the print infrastructure.
- Security Risks: Data breaches and compliance violations can be costly if print data isn’t managed securely. This can represent a considerable risk for companies, especially when handling confidential information. These costs can be reduced by minimizing the risk, for example by setting up secure and isolated servers and printers on the Internet.
- Lack of Transparency: Without transparent analysis, it can be hard to track actual printing needs and costs, often resulting in budget overruns from unexpected printing expenses.
The Impact of Printing on Productivity
Beyond direct costs, printing has a notable impact on productivity:
- Lost Time: Printer issues and long wait times disrupt workflow and waste valuable time. Productivity can suffer if employees are restricted to location-based printing options.
- Limited Mobility: In an increasingly mobile work environment, the inability to print from anywhere is a disadvantage when no mobile printing is offered. This limits the flexibility needed by many companies for modern workplaces.
- Role of IT: Resolving printing issues drains IT resources that could be given to strategic projects, leading to IT overburden and reduced departmental efficiency.
How Cloud Printing Can Reduce Printing Costs
Cloud printing offers an efficient solution to reduce many hidden printing costs and boost productivity. Outsourcing print tasks to a cloud printing provider like ezeep can provide many benefits:
- Cost Efficiency through Outsourcing: Cloud migration removes the need for server maintenance and infrastructure costs. IT teams can focus on strategic tasks rather than printer troubleshooting.
- Transparency and Control: Cloud printing enables centralized management and detailed usage reports, facilitating better budget planning and cost savings. Businesses can track and control print usage with precision.
- Mobile and Flexible Printing: Cloud printing supports hybrid work environments, enabling secure, remote printing. Employees can therefore print from anywhere using diverse devices, without having to undertake complex setups.
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Practical Steps for Transitioning to Cloud Printing
For companies looking to take advantage of cloud printing, here are some concrete steps to take:
- Needs Assessment: A thorough analysis of the current print infrastructure is crucial for finding exact cost drivers. This allows for realistic savings projections.
- Choosing a Provider: When selecting a cloud printing provider, companies should consider factors like security, ease of use, and integration capabilities. ezeep offers an especially user-friendly solution that seamlessly integrates with existing systems and meets the highest security standards.
Conclusion
The true composition of printing costs is more complex than it appears at first glance. Hidden printing costs can add up and affect a company’s productivity. Cloud printing offers a flexible, cost-effective solution to reduce printing expenses, relieve IT resources, and at the same time improve productivity.
- For companies that want to take a closer look at their printing expenses, ezeep has created a helpful checklist: “10 Tips to Lower Your Printing Costs.” Analyze your printing costs now and explore the benefits of cloud printing for your business.
- For more information and personalized advice, ezeep is here to help.