Cost VS. Effectiveness – The benefits and drawbacks to centralising your printing needs to a MFD

March 12, 2012 - PRLog -- In busy environments such as schools and colleges they require a mixture of photocopying, printing, scanning and faxing tasks. It is common that these needs are supported by a number of devices set up individually for the following tasks:

Small printers for printing files
A photocopier for copying documents
Separated desktop scanners for scanning solutions

As technology progresses most office photocopiers are multifunctional which can be connected and networked up to the print server. Here lies the important question.
Is it necessary to continue to operate desktop printers? Or is there the possibility of a more cost effective approach and just as convenient to re-route the printing to the photocopier to eliminate the number of desktop devices?

Cost Factor

Cost is a principal factor for any organisation or school evaluating their print strategy. Often it is part of the decision making process to go with the cheapest option available. However, when calculating the total expenditure there is other factors which need to be considered in trying to reduce costs. This comes under user convenience, speed of printing, versatility and reliability which may not appear as an initial direct cost.
Cost effectiveness is better assessed in two sections:

Primary costs to purchase the equipment
Continual operating costs

Usually to purchase a desktop printer will act as the cheaper option comparatively to a large photocopier. However it is important to consider factors such as life-span, how many devices are required, consumables cost and cost per print all need calculating to identify an overall running cost.

Photocopiers can be leased, which means that the cost of the machines and maintenance can be spread over an agreed depending on the contract. As a photocopier has the printing capability built into it, it is important to remember does the one device here then overrule using a number of printers? Thus highlighting the case may it also prove to be very expensive?

Convenience

It is important to have all technological devices conveniently positioned for users to collect their prints. Unfortunately large printers and photocopiers will be up against a desktop printer that is within an arm’s reach for the user. This does not necessarily act as a hindrance because it ensures users to revise what they print which help to with reducing waste.

To support this path, a print audit will help to analyse and develop a better strategy. To introduce a more efficient process, the print audit will also help pin point where it is best to place a photocopier where most printing is conducted.

Speed

There is readily available information on how many pages a printer or photocopier can achieve in a minute from a manufacturer’s website. It is likely that the output of a single larger device will produce over and above several desktop copiers, thus compensating for the numbers users.

Reliability

With any electronic device there is a risk of it breaking down or parts need replacing. Therefore desktop printers for a lot of businesses are deemed as a cheaper alternative. A call out for a service engineer for many can be an extortionate cost.

However e-solutions can offer you a one stop solution to assist with your printing requirements and satisfy users’ demands in any busy environment.

The aim here is to be in control of your print costs in line with an effective print strategy from all angles.

For Photocopier leasing or Photocopier rental please contact e-solutions by visiting our website http://www.e-sol.co.uk/

For further information on UTAX Photocopiers visit http://www.e-sol.co.uk/utax-photocopiers.html

For information on Canon Photocopiers visit http://www.e-sol.co.uk/photocopiers/canonphotocopiers.html

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e-solutions is located in the Cotswolds. We provide an unparalleled service to the United Kingdom. In today's current fast-moving environment, e-solutions is perfectly placed to provide ongoing advice and service for all your digital solutions.