From saving money to making staff more productive, updating your printing system could be an easy way to improve workflow.

Despite the introduction of iPads, tablets, e-newsletters and paperless technology, every day we still need to print documents.

And every day we all face the same struggles – broken printers that take days to repair, toner that seems to be constantly on order, and some staff members printing more than their fair share of costly full-colour sheets.

Although it may seem like a small – albeit frustrating – inconvenience, print mismanagement can actually cost your business time, money and productivity. In fact, IT research and advisory firm Gartner estimate that introducing active print management initiatives can cut office print costs by a much as 10 – 30 percent.

Here, we talk to the experts at Document Data Group to find out how print management can improve your business.

1. Consider its impact on GDPR

New General Data Protection Regulations (GDPR) come into effect at the end of May, and with the changes come massive implications for many businesses across every industry.

Printing comes into GDPR compliance in many ways but perhaps the most common is an employee simply leaving confidential data sitting in a printer tray – anyone could have access to names, addresses or data that should be securely stored.

Measures such as introducing pin code printing could greatly improve your company’s GDPR system.

2. You might not know how much you’re spending

Print management can give you control over your printing costs, ensuring that you’re not wasting vital funds.

Do you know how much you spend every month on printing? Is there one department that spends more than the others? According to Document Data Group, assessing your usage is key.

3. It can save time and improve productivity

We’ve all been in the situation of having an important deadline looming, only to not be able to print our presentation or documents. And we have all waited days for an engineer to arrive to fix an issue or broken part.

What should be a simple, quick and easy task often turns into a saga, and everyday time can be wasted on inefficient printing. But a well-managed printing system can save precious minutes – for example, if you manage printing properly, you will never run out of toner and never have to wait for repairs.

“We pride ourselves on our excellent customer service with a current retention rate of 97 percent,” said Justin Longmuir, Document Data Group’s director.

“In addition, so far in 2018 we have completed 1092 maintenance calls with an average response rate of 1.32 hours and a fix rate of 2.4 hours. We believe these figures are one of, if not, the best in our industry”.

4. Unnecessary printing can be costly

Although it can be initially cheap to simply install desktop printers for your business, the ink they require is expensive to replace and can be easily wasted. And when you consider that these machines are often bought without a service or maintenance contract, when they break down they can only be replaced and not repaired, outweighing the initial low outlay.

Did you know that litre-by-litre, printer ink is also more expensive than high quality champagne? And how many times are printouts left at your company’s printer forgotten about after 5pm?

Steve Young, Document Data Group’s key accounts director, said: “I remember having a meeting with one particular client at 5pm on a Thursday afternoon. All the staff had finished for the day and I told him to look around at all the documents that had been left in the print tray.

“We gathered them up and discovered they were the height of the printer – what a waste of paper and toner!

“This unnecessary cost was promptly removed by the introduction of pin code release where users must be present at the machine to release print jobs.”

5. You don’t have to spend anything to find out if you can save

Document Data Group offer a free print audit to all businesses, providing you with peace of mind that your current print fleet is performing efficiently.