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Break the status quo. Take a fresh, strategic approach to document output.
How much money can you save by replacing underutilized copiers and fax machines with HP® Multifunction Printers?
If your floor is supporting a legion of different brands and models of printers, copiers and fax machines, they may be costing you undue revenue. An HP Multifunction Printer (MFP) can combine all of these utilities into one high-speed, cost-effective solution – so you get the most out of what you put into your business.
If your business is like most modern-day organizations, you are probably upgrading copiers and printers every few years to keep up with the latest technology advancements and highest output capacities. You may have numerous fax machines tucked away in various corners of the office for individual workgroups, which may or may not get used. And the odds are that the majority of your copiers include an 11" x 17" paper-handling feature – perfect for tabloid-sized output, so long as your employees actually use tabloid-sized documents.
The problem is most companies are building underutilization into their workplace by continuing to roll out disparate printers, copiers, fax machines and scanners. As faxing gets replaced by more reliable scan-to-email functions and printing becomes the preferred method of paper-based output, copiers and fax machines become less and less utilized. In fact, a typical page consumption analysis by HP indicates that 67% of total page output is print-related, 30% is copied and only 3% is faxed. Similarly, 11" x 17" printing is a great option if a workgroup needs it – but tabloid-sized paper typically accounts for less than 5% of paper usage in the U.S.
So why continue to spend money on options your business doesn't use?
According to the IDC research group, the average enterprise spends as much as 5% of total revenue on document production, distribution and other related jobs. Companies investing in higher capacity copiers now may be squandering precious budget dollars, considering the prevailing downward trend in copy usage. That's why it's so important to understand your organization's true procurement needs before you sign another three- or even five-year vendor lease. Responding to actual usage can save enterprise companies millions of dollars over the long term.
There are several areas to consider when conducting a copy and print environment review:
- Utilization
- Functionality
- Access
- Procurement Options
This review can be straightforward and easy to complete with the right tools. Depending upon the size and structure of your organization, you may find a simple physical inventory to be sufficient, or you may require more sophisticated tools, such as HP Web Jetadmin print management software or Capella print solution tools.
Once you begin to understand what is currently deployed and how much each unit gets used, then you can accurately calculate your business's true procurement needs.
When choosing products, ask yourself if your business needs:
- A single-function printer or an all-in-one/multifunction product that includes printing, scanning, copying, faxing and digital sending?
- Advanced finishing functions, such as collating, stapling and saddle-stitching?
- To share the printer with other workgroups?
- Letter, legal or tabloid-sized printing?
- Send-to-email standard across the entire line of MFPs?
- The ability to manage color usage?
Zones Professional Services can also help you determine the best course of action for assessing your work environment.
HP® MFPs offer exceptional print quality, flexible paper handling and advanced network management.
Upon a thorough evaluation you may find that multifunction printers are the optimal investment for your business's everyday tasks. HP MFPs combine printing, faxing, scanning and digital sending into one succinct, efficient unit. By procuring MFPs, your company can save on expensive copier leases, as well as underutilized stand-alone fax machines and tabloid printers. You'll also heighten procurement and support efficiencies by ensuring corporate standards, practiced technical support, and uniform parts and toner inventory.
According to HP studies, organizations that have already implemented MFP technology find that the majority of page consumption is printed, since users can now staple, sort and perform finishing functions from their computers directly to an MFP, instead of first printing and then copying subsequential documents. Given this data, it's likely that your business can benefit from a strong fleet of printers supported by a smaller fleet of MFPs with copier, fax and scan capabilities. With HP leading the way in printing technology, it's easy to see why so many world-class organizations have chosen HP printers and MFPs to manage their document output.
Optimize your document workflows
IDC reports that producing, distributing and storing paper documents can account for up to 40% of an organization's labor costs and 15% of its revenue.
And while you may never be able to eliminate paper entirely from your workflow, you can greatly reduce it. Innovative HP digital-sending and document-capture technology lets you incorporate hardcopy documents into an electronic infrastructure that streamlines paper-intensive business processes, so you can:
- Reduce operational costs
- Improve efficiency
- Maintain regulatory compliance
HP delivers a single-vendor solution for document capture.
HP's comprehensive portfolio for document-capture hardware, software and services allows you to craft a solution that's right for your organization. These industry-leading tools – which are designed to work together seamlessly so you can grow and expand the solution as your organization's needs evolve – include:
- Document-capture devices that support an array of digital-sending capabilities - analog fax, scan-to-email, authentication, scan to folder, scan to LAN fax, and scan to workflow
- HP Digital Sending Software 4, which is an invaluable link between document-capture devices and electronic distribution and storage
- HP AutoShare captures and routes images and data to nearly any third-party document-management or groupware repository
Take the next step with HP and Zones. To determine which HP digital-sending and document-capture solutions best meet your organization's specific needs, contact your Zones account manager.
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