How we help nurseries save up to 90% on their annual print costs
For nurseries, the office photocopier or printer is an extremely important piece of equipment. Every printing device needs to be used nearly constantly, and the scanning and copying functions need to be fast and reliable. With this in mind, it’s not surprising that nurseries need to spend a lot on printing and machine costs. Add the unforeseen costs and any time lost due to a breakdown, then the costs can quickly mount up.
Whilst it often becomes accepted as a necessary expense, there is actually a lot of nurseries can do to lower their spending on their photocopiers and printers and be able to achieve a more cost effective and productive office set up.
Print Logic, managed print experts and digital workflow leaders in the North West and Birmingham, have helped many nurseries, both big and small, save £1000’s on the annual print costs. As we have a close insight into how nurseries need to operate, from their high print requirements to the confidential documents which need a high level of security, we have helped them be more productive and effective with their workloads.
Here are a few of the best ways in which we’ve helped nurseries save on their print spending.
In every nursery there is a lot of paperwork which needs to be filled out by parents, practitioners and office staff. Accident forms, health and safety sheets, records of lunch time and registers are just some examples of the sheets which all need to be completed, logged and filed correctly every day. These all need to be able to be found and checked quickly for future reference, and with higher numbers of children coming to nurseries every year, it becomes harder to store these paper documents physically in a filing cabinet or storage room.
A lot of nurseries are turning to digital storage as an alternative to older means of filing, but many find that the long process of scanning in, sending, renaming, storing and filing (for each individual piece of paper) too time consuming and too inaccurate.
Using smart scanning systems such as Print Logic’s EasyFile solution, many nurseries can now scan in whole stacks of paper into the copier at once, and with the push of a button have it automatically send to, renamed and filed correctly 100% of the time, with no more human input. Files are all recognised, stored and renamed appropriately in an automated process, turning a long process into one that can be completed in 5 seconds. This process is secure, so all files are protected by default, and each piece of paper can either be saved as a searchable PDF or imported directly into the nursery’s management system.
For each of those forms mentioned above, a piece of paper needs to be printed off. As a nursery cannot operate without these forms for health and safety reasons, the printer is one of the most important pieces of equipment at the office team’s disposal.
That printer needs to keep running, and at any moment documents will need to be produced from it. Making sure that the printer doesn’t run out of toner is something that needs to be at the top of the office manager’s priority list, which often leads to nursery’s maintaining a large stock of toner. Whilst toner is unquestionably more cost effective that ink cartridges, the initial price to purchase cartridges is higher, and so the cost of managing this stock eats up a lot of money which could be spent better elsewhere.
With toner management costs are dramatically reduced and spread over a long period of time (something like £9 a week), and all toner for the nursery’s photocopiers and printers are managed remotely. Thanks to the lower cost, a huge chunk of the annual budget is saved and because toner is managed remotely the need to devote a portion of the office’s space for storage is removed. Toner will never run out, as print experts are alerted automatically by the photocopier when toner begins to run low, and a fresh cartridge is dispatched immediately via next-day delivery, ensuring that the replacement arrives on time and can be swapped out when it’s needed.
Have you ever printed off a huge stack of paper in colour when you actually meant to do black and white? Or maybe you’ve sent a big print job to the ‘expensive’ copier instead of the normal printer. Don’t worry – everyone’s done this and it’s a very easy mistake to make. On average, mistakes like this happen several times a day in every office across the UK, but when you start to look closely these small errors can mount up and incur a noticeable cost.
By setting up print alerts using a clever solution implemented by a Print Logic solutions expert, called Papercut, you can alert team members to when they’re about to print a document outside of parameters you can set up. For example, if you only want lunch sheets to be printed off in black and white, you can set up a rule for this on the system. When somebody tries to print in colour, you can choose to either have it automatically blocked and notify the user, or to just flash up a warning message on screen which asks the user to confirm that this is what they meant to do.
Doing this can save £100’s which would be spent annually overnight, and small mistakes will be avoided which saves even more time!
Due to the high-volume of printing, scanning and photocopying which goes on in a nursery, it’s only natural that over time the machines will start to experience the occasional problem such as a paper jam, lines on copies and prints, or colour calibration issues. Often, these problems are only resolved after they’ve occurred, but with some clever forward thinking most issues can be easily avoided.
Much like a car service, photocopiers should be serviced after a certain amount of time or usage. Having an expert engineer regularly take a look at the device and perform a full service on it will not only make sure that you’re taking the best care of your equipment, but also take every possible step to ensure that it keeps running and exceeding expectations, all of the time.
Managed Print Service
The best way to save money and time for a nursery’s photocopiers and printers is to look at a Managed Print Service (MPS). On an MPS agreement nursery’s can get a state-of-the art device at a lower cost that one purchased outright. This device will be more economical and reliable than a cheaper-to-buy alternative (which is often classed as ‘disposable’) and is supported by a team of dedicated experts.
All toner is managed remotely as described above, so your device will always run as long as there is paper in it! Maintenance, training and installation is included, so your new device can seamlessly become part of the office furniture.
The cost of a managed print service is worked out before the beginning of the agreement and is always priced based on what will work best for the nursery. The length of the agreement can be adjusted to suit and everything is made clear to the customer throughout.