Print monitoring is the basis for the success between managed print service (MPS) and clients, giving them autonomy and the possibility to establish their rules like printing quotas.
The relationship between the managed print service (MPS) and the client must be built and established over time. The MPS’ role is to offer the necessary features and guide the consumer through them. To guarantee the efficiency of the service, print accounting is the basis of its success.
That is the subject of the first article of the series “Efficient print management with NDD”, which will have other posts: the construction of a print policy and how to guarantee a straightforward print.
A Quocirca report emphasizes the importance of the climate agenda to the future of the organizations. According to the study, 76% of respondents expect sustainability to be a credential for businesses by 2025. One of the most obvious measures is to be the most efficient in the paper and other print supplies consumption, like the toners.
That way, there is a window of opportunity for print providers due to the new clients’ demands. And other aspects gain interest: reducing their printing costs smartly, focusing on their strategic activities, and being able to communicate a sustainability message. That is only possible if the client can realize the print accounting properly.
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The importance of print accounting
One of the Keys aspects of a good relationship between provider and client is to assure that all the print environment is tracked. Only with this confirmation, it will be possible to get all the elements to assist the client to develop a secure strategy of print management aligned with the business.
NDD Print 360 offers the ability to adjust to the client’s print environment. There are three ways to print accounting: direct, integrated, and by the spool, following the explanations of this article. The purpose is to assure that all the print environments will be monitored, enhancing the decision-making and the data collection.
To reduce paper consumption and optimize other resources, the MPS must guide the client through print quotas. The feature is a set of rules, methods, and boundaries to define the proper application of resources in modeling aligned to their routine. There are five types of quotas:
– Informative – When the users reach their limits, they are alerted by the platform. They can continue to print without obstacles. This kind of quota benefits aims for employees’ awareness.
– Blocking – When the users reach their limits, they will not be able to print. Many companies start with informative quotas, following the blocking, giving time for the employees’ adjustment.
– Private or corporate – That quota allows users to allocate their printing in the department quota. In this case, the managers can distribute limits for each person or project.
– Recurrent – Each user receives quotas periodically. These limits can be set for a month, a week, or daily.
– Additional – It allows the concession of additional quota for users or groups when they reached their limits.
This set of rules can follow specific parameters, in agreement with the department, the function, or the project. The purpose is to set a boundary that must not be overcome.
Print efficiency all the time
The print quotas are fundamental to optimize the use of the resources, but create other benefits for the clients. One of them is the ability to assure a smooth operation of the print environment. With the information provided by the monitor, the print provider can identify situations that interfere with the client’s routine:
– Events – It opens the possibility of identifying inconsistencies in devices, avoiding maintenances.
– Supplies control – The company becomes smarter in the use of supplies.
– Storage management – If the supplies are monitored, it creates a consumption history that simplify the purchases of materials.
That attention guarantees the print environment in full operation, resulting in client satisfaction and autonomy to make their decisions, making them part of the process.
In the next article of the series “Efficient print management with NDD”, we will talk about the adoption of print policies, which can be fundamental for the corporation’s image and to reduce their global costs.
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