9 ways law firms can reduce printing costs with MDS

/ Technical
October 12th, 2015

9 ways to reduce printing costs with MDS

Do you know how much your firm spends on printing? It’s okay, most firms don’t. Even they think they do it’s pretty much guaranteed that their actual spend is a lot higher. After all, there’s a lot of hidden costs when it comes to print, which many people don’t consider.

Luckily it’s easy to transform this environment and straightforward to get started. MDS – or Managed Document Solutions – can help to not only reduce your print budget but help you to better understand and allocate it. Along the way you’ll also be improving processes for employees, increasing efficiency and helping your firm to become more productive.

1. Reduce the number of devices

Personal printers may seem like the cheaper option but they’re probably costing you a fortune in ink. Even worse, you have no way to track who’s spending what. Reduce the number of devices by migrating users over to larger multi-function devices (MFDs), which allows printing, scanning, copying and faxing within one machine and are also durable enough to meet the needs of several users. Less equipment means fewer costs and fewer problems.

2. Create a digital environment

How many boxes of documents do you keep in your offices? What about in your offsite storage? For some firms, it’s going to be in the thousands per year. Offsite storage is an overhead which is ever increasing, plus then you have to add on the transportation costs of sending employees back and forth to collect necessary documents and the time they lose doing that. Rules-based scanning and routeing make it easy to transform your paper documents into digital ones – increasing security and search capabilities while reducing ongoing storage costs. Clients, other law firms and even courts are now accepting digital files in place of hard copies – for some a digital copy is now expected as the norm.

3. Think before you print

How many times do you print a document just to proofread it and shred it? How many times do you print an article just to read it and bin it? How often do you print a file in colour, only to realise you need it in black and white? These seem like insignificant costs individually, but if everyone follows these practices then the costs soon mount up. Detailed reports and analysis will allow you to see exactly who’s been printing what. You can break these reports down by office, department or individual to see who should be footing the bill. Some solutions can also be configured to display popup notifications when employees try to print certain documents to remind them: “do you really need to print this document?”

4. Stop printing twice

It’s a common occurrence, you finalise a document, press print and then spot a spelling mistake on the first page. They’re no way you can hand this off to a client now, but never mind because you can just print it again. Usually, when you hit print, the document is sent and printed automatically at the device linked to your computer. With a “follow-me” solution documents are held in a virtual printer queue, and are only released when a user signs in to the device and hits print. If you realise you’ve made a mistake, simply sign and delete the document. You can also configure your device to automatically delete documents in the queue after a set time period.

5. Track the paper trail

Somewhere in your office is an employee who feels the need to print everything. You don’t know why and, more importantly, you don’t know who they are (so you can’t track them down and stop them). How much is this wasteful printing practice costing your firm? When people are aware of how much their printing costs, then the amount they print usually declines. Start tracking and analysing how much each individual is spending on printing, and share these reports with individuals.

6. Prevent colour printing

Colour is sometimes necessary but it doesn’t need to be a part of everything you print. You can’t rely on users to check that grayscale box every time they print, but you can rely on colour printing rules. Deny colour printing from certain applications, like email, automatically route jobs to a lower-cost colour printing or prevent certain employees from printing in colour altogether.

7. Convenient Printing

MFD’s can be just as convenient for users as personal printers. Centralised software means that users can print from any devices on the network, as their files and documents are stored on a server and are only released once they sign in at a device. Yet the device isn’t the only thing standing in the way of convenient printing, workflows are. Custom designed workflows will allow employees to complete their most laborious or recurrent processes in a matter of clicks, improving their day-to-day activities and reducing printer-related frustration.

8. Reduce calls to the help desk

The centralised software allows for easy maintenance, by letting administrators easily see what happening on every device on the network, with the need for site visits. You can remotely schedule your devices to undergo maintenance, all at the same time, and ensure that each one is running the latest software version, helping decrease costly downtime. The virtual printer queue also ensures that at least if one device is down and unusable, then employees can simply sign in at another and print from there.

9. Recover printing costs

Do you charge your clients for printing costs? So many of the old Managed Print outfits sell ‘cost recovery’ solutions and also claim firms can profit from print. Honestly, there are not many clients who will swallow this and it will generally reflect negatively on your firm. You can, however, use the technologies for understanding where you are printing, i.e. against particular matters and clients. This is useful and can potentially aid you to address costing and identify workflow and process changes to protect your margins. You should be looking to reduce print, not profit from it.