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Cost savings, greater efficiencies and sustainability are all synonymous with the South African market.  Most businesses are driving towards a leaner business that operates more efficiently while driving down operating costs.  Printing and its associated costs are no different.

In a modern-day business environment, these are some of the important steps on how one can effectively reduce the amount of spend within their printing environment.

contract managemrnt

Step 1 – Contract Management

Contracts and the management thereof are the gateway to initialising the efforts to reduce printing costs.  As a business you can tap into a very competitive suppliers’ market to determine your fit-for-purpose solution, that not only fulfils a current operational need, but a future ready solution.

Some items to consider when negotiating new or renewing contracts:

  • If assets are rented, reducing the rental amount after the initial rental period.
  • Rationalising of under-utilised equipment, removing devices due to over capitalisation.
  • Receiving the benefit of lowered operational running costs with new devices, and re-negotiated cost -per-copy charges (CPC).
  • Steering clear of minimum volume billings and all-inclusive CPC’s.

visibility & control

Step 2 – Visibility and Control

As printing, and all relatable printing software are all enablers of efficient and effective business processes, they naturally fall into a company’s IT budget.  Visibility of these items across business are massively important to ensure that SLA and operations are effective, but also to empower IT personnel to have information on this expense to keep it under control.

This is where software tools become important to enable business to access the granular data on the “Why”.  Why do we still print these documents?  Why do we print so many documents in Finance? Understanding all these questions allows all the information to become insights to the business, creating a powerful baseline to change.

data driven change

Step 3 – Data Driven Change

Having data or receiving data from vendors is no longer enough, as the information alone does not allow for change to be driven in line with strategies to reduce costs.  More importantly, insights into the data allows companies to drive the change required to understanding print related processes and how they can optimise them, with the intention of introducing processes and workflows that create outcomes that speak to digital transformation.

With digital transformation being a critical strategy for any corporate, data is key to understanding the current business processes and performance, to mapping out the future vision and leveraging all necessary tools that drive toward the future.  A future of less paper-based processes that are digital in origination, but their ultimate output continues to be printed.

anticipating the future

Step 4 – Anticipating the Future

In anticipation of a more automated and digital world, where technology, applications and systems become the key drivers to a better customer experience, SaaS models coupled with more advanced DMS/ECM applications to increase the efficiencies, remove processes that can be automated.  This maximizes the capabilities of technology to process data that allows physical resources to focus on the human interactive process, to drive customer experience and increase a better company performance.

To harness the benefits of the above steps, to ultimately reduce the printing spend, companies will need to embrace the future of digitisation and exploit the opportunities that the future brings.

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