Print Management: How Your Organization Can Turn Paper Into Profits

Printing and copying is a fundamental and useful tool for effective communication in most companies and organizations today. Recently we’ve seen more and more organizations – from schools and universities to law firms and corporations - adopt technologies that allow for printing to be at the fingertips of more people, and consequently, to occur more frequently. From computers to mobile devices, accessibility to printing has drastically escalated. Thus, this necessary organizational function has increased costs and operating expenses for most, while environmental impacts climb as well.

Through a Benecras Enterprise sustainability program, organizations are taking a holistic approach to addressing print management to save money. We have found that print management is a key sustainability area for organizations to address, and if done correctly, will yield positive results.

Print management is a key sustainability area for organizations to address, and if done correctly, will yield positive results.

If your organization has not done so already, we have found the following measures to be “Quick Print Management Wins”:

  • Colored Printing Policy - Limit and reduce the amount of printing and copying completed in color
  • Job Size Limitations - Create a limit on the number of prints and copies that can be made per print and/or copy order
  • Double-Sided Requirement - Require the use of double-sided, or duplex, printing and copying for printing users

How Does Benecras Help Organizations Address Print Management?

Through the Benecras Enterprise sustainability program, Benecras can help organizations address print management through the following detailed process:

1.    Benchmark, Benchmark, Benchmark

What can be measured can be managed. Gathering data at the onset of your print management program allows for a baseline assessment to better understand how much your organization currently spends on printing and copying costs. This allows for the development of long-term cost saving benchmarks.

2.    Create a Unified Goal

With any initiative, it’s important to create a unified vision with a core set of goals. After setting a print reduction goal, it’s important to quantify the potential cost and environmental savings of your print management program so you can communicate to stakeholders and track accordingly.

3.    Create a Budget

You’ve now conducted a printing and copying assessment, set long-term benchmarks, and created a long-range goal. Now it’s time to create an annual printing budget, which can then be allocated and distributed to the users across your organization. During this phase, Benecras strongly advises the use of a print management and tracking software (i.e. PaperCut).

4.    Update & Educate Stakeholders

Communicate consistently. It’s important to update and educate users regularly as to the progress and positive impact they are making through print management. This is also a great opportunity to remind users of and refer them to the goals that have been set.

5.    Celebrate Success

Now that you’ve executed a successful print management initiative, it’s important to acknowledge the great work your team and users have put into building a positive culture around print management. Let stakeholders know the impact they’ve made, and create incentives for continued progress.

6.    Repeat!

By repeating and continuously adopting a print management program, your organization can build a culture of sustainability that can yield long-term cost savings.

Ready to Address Print Management?

At Benecras, we’ve helped several organizations implement a print management initiative through the Benecras Enterprise program. Through our program, we can help you set a sustainability foundation at a fraction of the cost of hiring a full-time staff member. Interested in learning more about how Benecras can help your organization address sustainability and print management? Contact us today!