Even the biggest global conglomerate dealing in billions and billions of dollars has to watch its spending and consistently be improving their profits, without such attention the small budget costs can build up and implode the entire outfit.
It is essential that the cash that is being generated is spent with prudence allowing it to stretch as far as possible and provide the company with the
best return possible. But, where does the economy minded manger begin to slice away the excess and save valuable pennies?
The Perils of Print Shop Decadence
Believe it or not, one of the best places to begin plugging up resource leaks is in the print shop. Scanning, copying and printing the endless streams of documents that come coursing through many of today’s businesses is a task of major importance for properly documenting transactions, making written agreements and many more functions that would make business difficult without having access to physical documentation.
Furthermore, the operations and equipment in the print shop, as well as administration of supplies and maintenance is often way below the view of the budget directors, meaning that individual locations are left to operate as they see fit, which is pretty inefficient.
The result of this is many of these firms are now unsure of exactly how much they are spending on total print services within a year. Even worse, they have no idea how much they could in fact save with the application of a little insight and expertise in this field.
Without a full picture of what a well appointed print operation looks like, the print operation is left to the administration of whichever branches of the company will be doing the printing, copying and the scanning of documents. This makes things very confusing when it comes time to restock on print shop supplies like toner, paper, cartridges and more.
What does all this mean? It means that many corporations are indiscriminately spending hard earned cash without supervision. This fact makes many economy conscious budget watchers sit up and ask themselves, “How much could I be saving by tightening the screws in the printing department?”
The Print Audit and How it Could Save Your Cents.
In order to get a better idea of what their printing operations are costing, many savvy business owners will solicit a Print Management Service to perform a Print Audit on their company. This is when an expert in the field of modern print services will evaluate the printing operations of a company.
A Proper print audit could save a corporation large amounts of cash by giving key company players a better idea of what they are currently spending on their established printing procedures. Furthermore, the print audit will highlight that status of all pieces of equipment, practicality of the office set up in accordance to its demands and a bird’s eye view that can be used to fine tune this particular expense.
Following are the Top 3 Reasons a Print Audit can Save Your Business Valuable Resources:
1. Clearer Insights into an Enterprise’s Specific Situation
There are of course many different companies and services that provide a print audit and they have their specialties and specific services. But the goals are all the same and begin with a print audit,. Which is a full assessment of the printing department, the equipment being used therein and how all the dynamics of the process function on a regular basis.
All these factors are fully appraised and results are then presented to the correct company personnel, managers and budget watchers who are invariably surprised when they see what a huge expense they have been shouldering unnecessarily. The truth is that not many businesses or their administration is sure what their actual print expenses are. Most assume it is somewhere between 1 -3 % of their total cost of doing business.
Naturally those companies that place an emphasis on printed documents for their business will see greater costs for their printing process, these are also the companies that stand to gain the most from the insights that print audits can provide and by adjusting their processes for greater economy. This includes offices belonging to financial firms and healthcare organizations that can see an average of 33% savings by fine tuning their printing processes in accordance with the results produced from a print audit.
2. Predictable Printing Projections
The results of your print audit can also help a company set realistic projections for the cost of printing in the future. For example, the need to replace a faulty or outdated piece of equipment can be scheduled into the budget so the cost will not be taken from company capital.
The print audit can also be used to organize a tighter control of the resources being supplied to the print department. Which means that the stock will be regularly scheduled to be resupplied and will not rely on the pooling of various company departments which can lead to miscommunications and overstocked or understocked supplies.
3. Consolidation of Company Hardware
By having an expert ascertain the true condition of a company’s printing equipment and processes, they will have a better idea of what work is being required of which pieces of equipment and be able make advantageous adjustments here. The condition of the equipment in use will also be scrutinized. Certain pieces may be costing a lot to maintain or run, cheaper options may be available. Another piece might need maintenance more often than the others or replacement if maintenance will be too costly. These and more insights are available in a print audit.
Final Notes — In the end it’s all about fine tuning the a process that can be quite costly if not done right. If a company is unsure of the exact amount their important print operations are costing them, or if they want to know if they could be costing them less, a print audit can reveal much and help keep a company from leaking resources.