CoatingsPro Magazine

JUL 2018

CoatingsPro offers an in-depth look at coatings based on case studies, successful business operation, new products, industry news, and the safe and profitable use of coatings and equipment.

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16 JULY 2018 COATINGSPROMAG.COM Money Matters By Ray Belanger, President/CEO of Bay Copy Saving Funds With Document Solutions W hether you run your high-performance coatings contract- ing business from a commercial space or a home-based office, there are a number of positive aspects we all seek, not the least of which includes the lowest possible overhead. Just as the ways in which companies conduct business have changed, so, too, has the technology by which we generate documents, as well as how we protect and store that information. e old practices of throwing out paper documents with vital financial information have given way to intricate shredding systems. And, as companies evolve more and more toward "paperless," there are other changes in the industry as well. Although the number of contract bids, proposals, data sheets, and specifica- tion documents may continue to increase, the cost for your business doesn't have to grow with that. Faced with the challenges of lowering costs to produce paper documents, coatings companies increasingly may seek to adopt the MPS (Managed Print Services) means of gener- ating their paper documents. Many mid-sized and larger compa- nies spend up to 3 percent of their annual revenue on document output, which underscores the need to track paper document equipment usage, reduce those costs, and increase efficiencies. is has given rise to a major shift in how organizations generate documents and communicate internally and externally. What does that mean for you? Not Just a Number Let's break the 3 percent number down a bit further. Within that annual revenue percentage, MPS can reduce the coatings company's costs by 15 to 20 percent. For example, if a company spent $75,000 annually to generate paper documents, the MPS program could save that company $11,250. For a company that spends $150,000 annually, the savings could be $22,500. MPS examines the per-page cost as the bottom line in contrast to the final price point of office equipment — and all costs associated with leasing or owning and using printing and imaging equipment, including maintenance and ongoing support. Print management software tracks the number of prints each piece of equipment uses and produces reports that help the company manage for increased efficiencies. While there is an abundance of fairly inexpensive desktop printers, copiers, and multifunctional devices at virtually every "big box" store that a company can purchase or lease at an affordable price, people often forget to include other line items when consider- ing the purchase. For example, when the cost of replacing cartridges is added to the price of the printer, a $129 machine can end up costing 7 cents or more per page. And that's just using black and white ink. With many companies now using color when copying or printing, it becomes even more critical to have current technology that allows for the control and management of equipment and material usage. Evaluating Your Setup To see if an MPS program may be a good fit for you, begin with an initial in-depth analysis of your equipment. at starts with evaluating your compa- ny's existing printer fleet, current costs, any operational bottlenecks, and IT department time spent on setting up the system or fixing any issues. Next an evaluation of all phases of document generation, from the cost of the equipment and supplies through necessary service support. is helps a company take an objective look at the amount of internal IT resources it is using to support the team's print- ing equipment. e right configuration could remove a lot of printing and document-generating devices, and it could help streamline the flow of communication between the various departments. Many larger companies have multiple and different types of printers

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