The Institute of Directors (IoD) has been supporting business leaders across the UK for over 120 years. With more than 20,000 members and 150 staff members, the IoD operates a large network of offices and printers, resulting in substantial printing costs. In this blog, we’ll explore how the IoD used Blackbox’s PaperCut print management software to tackle rising print expenses and improve their overall printing efficiency.
The Challenge: Rising Printing Costs and Lack of Control
As the IoD continued to expand, so did their printing requirements. With over 60 printers across the UK and Northern Ireland, the cost of printing was spiralling out of control. The facilities team, led by Paul Barrett, the Facilities Manager at the London HQ, needed a solution that could manage these costs and provide better visibility into their printing behaviour.
Paul recalls, “We were facing significant print costs, and there was no way to monitor who was printing, how much they were printing, or for what purpose. We needed to implement rules to control our spending and gain more insight into our print usage.”
The Solution: PaperCut’s Simple Yet Effective Print Management
Paul discovered PaperCut’s print management software during a demo and was immediately impressed by its simplicity. “The demo was straightforward, and the software was so easy to use,” he says. After seeing the potential benefits, he decided to implement it across the IoD’s network.
The real challenge, however, was convincing the IoD’s staff and members to embrace the new system. Change can be difficult, especially when it involves altering established behaviours. But Paul and his team made sure the transition was seamless, ensuring that PaperCut was easy to navigate and did not add extra work to users’ daily routines.
Driving Change with Visibility and Accountability
One of the key features of PaperCut is its ability to show users the cost of each print job. This simple yet powerful tool helped foster a “think before you print” mentality across the organisation. “We showed staff the cost of printing in real-time, and they realised that their print jobs were coming out of their virtual allowance,” Paul explains.
This transparency led to greater accountability, and soon staff were more conscious of their printing habits. Department heads were also pleased with PaperCut’s detailed reporting features, which made it easier to track usage and manage their respective departments’ printing needs.
A Seamless Experience for Users and Administrators Alike
Thanks to PaperCut’s intuitive design, even users with little technical experience could easily manage their print jobs. “It’s easy for anyone to log in and take control of their printing needs,” says Paul. “The last time I logged in myself was about a month ago because the system is that simple.”
With PaperCut, the IoD has not only gained control over its printing costs but also made life easier for the entire team. Paul and his colleagues now have a powerful tool that helps them track usage, reduce waste, and ensure that printing is as efficient as possible.
Conclusion: PaperCut’s Impact on the IoD
Since implementing PaperCut, the IoD has seen significant improvements in both cost control and operational efficiency. By providing visibility into printing activity and promoting accountability among users, PaperCut has helped the IoD reduce waste, cut costs, and streamline its print management process.
If you’re struggling with high printing costs or lack of control over your printer fleet, PaperCut could be the solution you need. With its user-friendly interface and powerful reporting features, it’s a smart investment for any organisation looking to optimise its printing resources.
