The Hidden Costs of Neglecting Printer Repairs in the Workplace
In the bustling environment of a modern workplace, it is easy to overlook the upkeep of printers. However, neglecting printer repairs can incur a myriad of hidden costs that significantly impact a business’s efficiency, productivity, and financial health. This article delves into these concealed expenses, emphasising the importance of Managed Print Services (MPS) in mitigating them.
Cost of Support and Labour
One of the most significant yet unseen costs associated with printers in the workplace is the support and labour required to maintain them. In environments with multiple printers, these devices often become one of the most ticketed items for IT help desks. This constant attention diverts valuable IT resources away from other critical tasks, leading to inefficiencies and the potential need for additional staff to manage printer service requests, resulting in unnecessary expenses.
Managed Print Services (MPS) can alleviate this issue effectively. With 24/7/365 help desk support, MPS providers manage printer-related issues, hence freeing up internal IT teams to focus on other priorities. By addressing printer troubleshooting and maintenance, MPS reduces the labour costs associated with printers, allowing businesses to operate more efficiently.
Cost of Supplies and Invoicing
Inefficient management of printer supplies can lead to substantial waste. Companies often make the mistake of stockpiling toners, resulting in unnecessary expenses. For instance, having two toners on the shelf for each printer can lead to considerable costs. In a scenario with 1,000 printers, each requiring two $80 cartridges, the company might face expenses of approximately $24,000 solely for supplies.
Implementing Just-In-Time (JIT) ordering through MPS can significantly reduce these costs. JIT ensures toner replacements are delivered only when needed, minimising the need for large storage spaces and reducing waste. This method optimises inventory management, ensuring more efficient use of resources.
Cost of Storage
Storage space for toners and other printer supplies often represents an overlooked expense. Larger offices might dedicate entire rooms to storing these supplies, spaces that could otherwise be used for more productive purposes or even rented out for additional income.
This utilisation of space represents a dual cost: the cost of the toners and the opportunity cost of the storage space itself. MPS can help mitigate this by managing supply levels more efficiently and reducing the need for extensive storage, thereby optimising space utilisation.
Cost of Printer Service Labour and Predictive Maintenance
When onsite staff, especially those in non-technical roles like nurses or administrative personnel, are tasked with printer troubleshooting, it diverts them from their primary responsibilities. This not only wastes time but also underutilises their skills and salaries. MPS providers offer predictive service calls and maintenance, ensuring issues are addressed before becoming significant problems and optimising the use of internal staff.
Energy Consumption and Device Efficiency
Older, legacy printers can be highly inefficient concerning energy consumption. Modern printers are about 35.6% more energy-efficient than older models. By ensuring devices are continuously updated to the latest models, MPS providers can significantly reduce energy costs and environmental impact.
Neglecting regular maintenance can lead to higher energy consumption and frequent repairs, negating any potential savings from energy-efficient devices. Thus, regular servicing through MPS can ensure optimal energy usage and durability of office equipment.
Downtime and Productivity Loss
Printer downtime can substantially disrupt business operations. While companies often maintain a stock of replacement printers to mitigate this risk, this approach is costly and inefficient. MPS providers offer continuous maintenance and support, reducing downtime and ensuring printers remain operational. This proactive approach prevents project delays and maintains business productivity, saving time and resources in the long run.
Unnecessary Printing and Waste
Employees often engage in wasteful printing behaviours, such as using high-quality settings unnecessarily or forgetting to pick up print jobs. On average, an employee leaves 600 pieces of paper at the printer each year. Such practices lead to a massive amount of waste and increased operational costs.
Implementing print management solutions via MPS can help mitigate this issue. Features like print tracking, quotas, and pull printing, where users must actively release print jobs at the device, can significantly reduce abandoned print jobs and paper waste. These strategies promote more responsible printing habits, leading to substantial cost savings.
Cost of Repairs and Maintenance
Neglecting regular printer maintenance often leads to costly repairs. When printers are not adequately maintained, repair costs can skyrocket. Instead of bearing these unforeseen expenses, businesses can opt for MPS, which includes the labour required for repairs and maintenance in the monthly fee. This proactive approach ensures that most issues are addressed before they become major problems, thereby reducing financial stress and enhancing overall efficiency.
Optimal Device Deployment
Many businesses maintain a fleet of printers that are either underutilised or surplus to requirements. This inefficiency not only wastes resources but also adds unnecessary complexity to the print environment. An MPS provider can conduct a thorough print audit, assessing the deployment of printers to identify areas for optimisation. This can lead to a reduction in the device fleet by 25% to 60%, streamlining operations and cutting costs.
FAQs
1. What are the primary hidden costs associated with neglecting printer repairs?
Neglecting printer repairs can incur hidden costs such as excessive labour for IT support, wasteful management of printer supplies, storage costs for toners, inefficient energy usage, productivity loss due to downtime, waste from unnecessary printing, and high costs of repairs and maintenance.
2. How can Managed Print Services (MPS) help reduce these costs?
MPS can help reduce these costs by providing comprehensive support that includes 24/7 help desk assistance, Just-In-Time supply ordering, predictive maintenance, continuous device updates for energy efficiency, and optimisation of printer fleet deployment. These services ensure that printers are maintained efficiently, reducing downtime and operational costs.
3. Why is Just-In-Time (JIT) ordering beneficial for managing printer supplies?
Just-In-Time (JIT) ordering ensures that toner replacements and other supplies are delivered only when needed. This reduces the need for large storage spaces, prevents excessive stockpiling of supplies, and minimises waste, leading to cost savings and more efficient inventory management.
Summary
Neglecting printer repairs and maintenance can result in an array of hidden costs that affect a business’s efficiency, productivity, and financial health. Issues such as excessive labour costs, poor supply management, unnecessary storage expenses, inefficient energy consumption, significant downtime, and wasteful printing behaviours underscore the importance of regular printer upkeep.
Implementing Managed Print Services (MPS) helps businesses mitigate these costs through comprehensive support, optimised device deployment, and continuous maintenance. By partnering with a reliable MPS provider like WA Hutton, companies can ensure efficient operations, enhanced productivity, and improved financial health.
For more information on how to manage and optimise your print environment, visit our website at https://www.wahutton.co.uk.
Neglecting the little things—like printer repairs—can lead to cascading problems. Take action now, and reap the benefits of a well-managed print environment.