Business management guru Peter Drucker once famously said “What gets measured, gets managed.” Applying rules to the tasks your business undertakes helps to find opportunities to increase productivity and savings.

Rules apply structure and help to measure usage and activity. Today, business rules have become even more complex as technology allows you to track, measure, and analyze the smallest tasks increasing opportunities for productivity and savings.

One area of business that is often overlooked is your print process. Printing is a basic element for most businesses and ignoring this area of your business can result in both lost time and money.  The solution? Consider implementing a “rules” based print strategy.

Rules Based Printing
“Rules based printing” has been proven to increase productivity while cutting costs. Understanding how your company uses printing can help you to find opportunities to boost efficiencies that can result in significant cost savings to your bottom line. By including your employees in the process, you can educate them on the financial impact of their print habits and encourage their participation.  Techniques include:

• Using your most cost efficient printers for large jobs

• Restricting color printing to a strict “needs only” basis

• Setting defaults for most printing to 2-sided, black and white output

These simple steps can save most businesses up to 30% annually in energy, paper and consumables costs.

Getting Started
Here are several steps to get you started on a rules based print strategy:

  • Inventory your machines. How many printers do you have in your office? Include shared devices and personal desktop printers. Check the ages and manufacturers.
  • Calculate your expenses. Include service charges, paper, consumables, service plan agreements – essentially all print-related expenses for each machine.
  • Review your current print rules. Can anyone print anything at any time? Is your office manager using the highest cost device because it’s in a convenient location? Evaluate each employee’s usage. Most employees don’t realize their impact in terms of cost.  Implement a rules based plan to optimize usage using the lowest cost device. Limit expensive color printing or high quality printing based on actual need.

While these steps are a solid start, calling in a professional to conduct a print assessment can be a great way to kick-start your rules based initiative. An expert understands the technology and can suggest ways to improve your efficiency and start saving you money!

Do you know how much your business is currently spending on print?  Contact us.