Here’s a stat that might surprise you: up to 3% of a company’s annual revenue is spent on printing. For large organizations, that can mean hundreds of thousands of dollars each year tied up in toner, paper, maintenance, and inefficient processes.

Unfortunately, most businesses don’t even know where that money is going. Some invest in Managed Print Services (MPS) while others choose print management software like Y Soft SAFEQ or PaperCut. While these might sound similar, they’re actually not. Knowing the difference between each solution can help you avoid wasted time, money, and frustration.

It’s safe to say most businesses have adopted some form of marketing to help increase leads and brand awareness. 

For example, a common strategy to increase brand awareness is hanging or handing out flyers. Others may take booklets or pamphlets that discuss their products and services to social events. In addition, company employees today still use business cards as a form of advertising.

Regardless of how your business utilizes these materials, the amount of money and time spent on outsourcing these production materials is likely to be higher than if you used a production printer to keep all prints in-house. 

If you work in a nonprofit, you know that every dollar matters. You’re tasked with raising awareness, building community, and inspiring donations. However, you often run on tight budgets and small teams. That means when it comes to printing fundraising mailers, event programs, or donor newsletters, you might feel caught in a tough spot: how do you produce materials that look professional and compelling, without spending more than you can afford?

Many people feel the same. According to Giving USA, total charitable giving in the U.S. reached over $400 billion in 2022. And yet, many nonprofits reported fundraising costs rising at the same time. Printing is a part of that equation, and it can either eat into your budget or help you stretch resources further.

If you’ve ever tried to streamline office workflows, you know how clunky printers and scanners can feel. Scanning, emailing, uploading, and renaming files are tasks that should take seconds. However, they often eat up way more time than they should. Printer apps are meant to solve this problem, but not all platforms are created equal.

Two prominent platforms are the Xerox App Gallery and Ricoh Smart Integration (RSI). Both platforms promise to turn your multifunction printer (MFP) into a productivity hub, offering apps and workflows that go far beyond “just printing.”

If you’re running a large business, chances are your copier and printer fleet feels a little more like a chaotic traffic jam than a well-orchestrated system. You might have multiple devices across multiple floors or even multiple states, which means IT is constantly fielding supply requests, service calls, and error messages. And let’s be honest, nobody wants their CIO spending Monday morning hunting down why “Printer 12B” is flashing a cryptic error code again.

As a print vendor, we’ve been helping organizations of all sizes tame their printer fleets for over 35 years. As an authorized Xerox partner, we specialize in making large fleets run smoothly, securely, and cost-effectively.

In this guide, we’ll walk through practical steps you can take to optimize your printer fleet—whether that means trimming excess devices, streamlining supplies, or tightening up security.

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