Why More Companies Are Turning to Outsourced Print Management for Cost Savings and Efficiency

Managing printers might seem like a straightforward task, but for many companies, it’s a hidden source of inefficiency and rising costs. From dealing with frequent maintenance issues to tracking down supplies, in-house print management can distract teams from core tasks and lead to unplanned expenses. That’s why an increasing number of companies are opting for outsourced print management through providers like Logixal, who offer streamlined, secure, and sustainable solutions.

 

5 Benefits for your Company 

 

1. Reduced Costs with Print Optimisation

  • Control Over Hidden Expenses: Did you know that companies often spend 1-3% of their annual revenue on printing alone? Industry reports reveal that print expenses include more than just paper and ink; downtime, inefficient processes, and excess energy consumption add up quickly. Managed print providers help reduce these hidden costs by optimising print usage and suggesting cost-saving measures, from duplex printing to setting default black-and-white printing.
  • Predictable Budgeting: Unlike fluctuating in-house costs, outsourced print services typically offer fixed, predictable pricing. This allows companies to budget confidently, knowing exactly what to expect for all print-related expenses.

2. Enhanced Security and Compliance

  • Data Security Standards: In today’s digital landscape, printers are more than just paper-handling machines—they’re potential entry points for hackers. Multi-function printers (MFPs) store sensitive data, making them vulnerable to cyber-attacks. Cybersecurity experts warn that a lack of security can lead to data breaches, especially for industries like finance and healthcare. Managed print services offer advanced security measures, including encryption, user authentication, and regular security updates to protect your data at every stage.
  • Compliance with Industry Regulations: For regulated industries like healthcare, finance, and legal, document compliance is crucial. Outsourced print management providers are well-versed in meeting these compliance standards, helping firms protect client data, meet regulatory requirements, and maintain documentation for audits.

3. Increased Productivity with Proactive Maintenance

  • Minimised Downtime: One of the major pain points with in-house printing is unexpected downtime. Managed print services proactively monitor devices, performing regular maintenance and repairs to catch issues before they cause disruptions. This approach keeps workflows running smoothly and reduces frustration for employees.
  • Access to Skilled Technicians: Instead of relying on general IT staff, companies with outsourced print management have access to specialised print technicians. These experts are trained to handle complex troubleshooting and ensure that printers are up and running as quickly as possible. For companies with multiple locations, outsourced management centralises support, improving response times and reducing downtime across the board.

4. Environmental Impact and Sustainability

  • Reduced Paper and Energy Use: With a growing emphasis on sustainability, managed print services provide eco-friendly solutions like automatic duplex printing, low-power mode settings, and print usage tracking to help companies minimise paper and energy consumption. Studies show that automated print management can reduce paper use by up to 30%, significantly lowering environmental impact.
  • Recycling Programmes: Many outsourced print providers include recycling and waste reduction programmes, from ink and toner cartridge recycling to e-waste disposal for old devices. This allows companies to responsibly manage print waste and contribute to a greener environment.

5. Scalable Solutions for Growing Businesses

  • Flexibility with Business Growth: As companies expand, their printing needs can grow in both volume and complexity. Outsourced print management offers scalable solutions tailored to meet changing requirements without the cost or hassle of continuously updating in-house resources. Managed print providers can adjust services as a business grows, ensuring that printing capabilities keep up with company demands.
  • Advanced Technology and Upgrades: Outsourcing also gives companies access to the latest in print technology without the heavy initial investment. Managed print services often include access to advanced multi-function printers, mobile printing, and cloud integration, enabling teams to stay agile and competitive.

 

3 Sites to visit to further help with a better understanding

 

1. Cost Control in Print Management

  • “Understanding the Hidden Costs of Office Printing” - IDC Report (Look for resources or reports on print management; some may require a subscription)

2. Data Security and Printer Vulnerabilities

3. Compliance in Document Management

  • “What is GDPR Compliance and Why Is It Important?” - GDPR.eu

 

Conclusion

 

Outsourcing print management is an effective strategy for companies looking to improve efficiency, reduce costs, and enhance security. With benefits ranging from streamlined operations to advanced data protection, managed print services enable businesses to turn printing from a frustration into an asset. At Logixal, we’re dedicated to helping companies optimise their print environments for peak performance.

Ready to see the benefits of outsourced print management? Reach out to Logixal today and learn how our solutions can transform your printing processes and help you achieve meaningful cost savings.

Contact Us
Fill in our form if you want a free consultation on how Managed Print can help your business.
Contact us now