How Belgian Companies Optimise Their Printing Costs
The Printing Cost Challenge
Belgian companies, like their counterparts across Europe, face constant pressure to control operational costs. Printing, often underestimated, can represent 1-3% of revenue. Forward-thinking Belgian businesses are implementing various strategies to optimise these costs while maintaining productivity.
Common Cost Drivers
Before optimisation, understand what drives your costs:
- Equipment: Purchase/lease payments, depreciation
- Consumables: Paper, toner, ink, drums
- Maintenance: Service contracts, repairs
- Energy: Power consumption
- Labour: IT support, user time
- Waste: Unused prints, errors, overcapacity
Strategy 1: Print Fleet Rationalisation
Many Belgian companies have achieved 20-40% savings by optimising their printer fleet.
Assessment
- Inventory all devices
- Track actual usage
- Identify underutilised equipment
- Analyse placement efficiency
Optimisation
- Remove unused printers
- Consolidate to multifunction devices
- Standardise equipment brands/models
- Position devices strategically
Results
- Fewer devices to maintain
- Better utilisation rates
- Reduced energy consumption
- Simplified support
Strategy 2: Managed Print Services (MPS)
Outsourcing print management to specialists offers:
- Predictable costs: Fixed per-page pricing
- Included maintenance: No surprise repair bills
- Proactive management: Problems addressed before impact
- Regular optimisation: Ongoing improvement
Belgian companies report typical savings of 25-30% after implementing MPS.
Strategy 3: Print Policies
Implementing and enforcing print policies:
Default Settings
- Double-sided printing standard
- Black and white as default
- Economy mode for drafts
- Standard paper from first tray
Usage Controls
- Print quotas by department
- Colour printing approval
- Secure release (reduce waste)
- Follow-me printing
Policy Communication
- Clear guidelines for all staff
- Training on efficient practices
- Regular reminders and updates
- Recognition for compliance
Strategy 4: Technology Solutions
Print Management Software
- Track usage by user/department
- Implement rules automatically
- Generate reports for analysis
- Enable cost allocation
Secure Print Release
- Documents wait until user authenticates
- Eliminates uncollected prints (10-20% waste reduction)
- Improves document security
- Enables follow-me printing
Digital Alternatives
- Document management systems
- Digital signatures
- Electronic workflows
- Cloud collaboration tools
Strategy 5: Contract Optimisation
Belgian businesses are becoming more sophisticated in procurement:
Competitive Bidding
- Regular tender processes
- Clear specifications
- Compare total cost of ownership
- Negotiate volume discounts
Contract Terms
- Appropriate commitment periods
- Flexible upgrade options
- Clear SLAs with penalties
- Transparent pricing structures
Supplier Relationships
- Regular performance reviews
- Continuous improvement expectations
- Partnership approach
- Multiple supplier options
Case Study Examples
Manufacturing Company (200 employees)
- Before: 45 printers, €85,000/year
- After: 15 multifunction devices, €48,000/year
- Savings: 43%
Professional Services Firm (80 employees)
- Before: Decentralised, no tracking
- After: MPS with usage controls
- Savings: 35%
Public Sector Organisation (500 employees)
- Before: Mixed fleet, inconsistent policies
- After: Standardised fleet, enforced policies
- Savings: 28%
Implementation Roadmap
Phase 1: Assessment (1-2 months)
- Complete device inventory
- Usage analysis
- Cost baseline
- User survey
Phase 2: Planning (1 month)
- Define objectives
- Evaluate options
- Business case development
- Stakeholder alignment
Phase 3: Implementation (2-4 months)
- Equipment changes
- Software deployment
- Policy rollout
- User training
Phase 4: Optimisation (Ongoing)
- Monitor metrics
- Refine policies
- Address issues
- Continuous improvement
Measuring Success
Key metrics to track:
- Cost per page (colour and B&W)
- Pages per employee
- Device utilisation rates
- Waste percentage
- Support ticket volume
- User satisfaction
Getting Started
Belgian companies can begin optimisation by:
- Conducting an audit: Understand current state
- Setting goals: Define success metrics
- Engaging stakeholders: Get buy-in
- Comparing options: Evaluate MPS providers
- Starting small: Pilot before full rollout
Many providers offer free audits to help identify opportunities—take advantage of these to understand your potential savings.
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