Recently, I had the opportunity to quote for two MFP's in two workgroups. First thing I noticed is that every desk had a laser printer on it. Below is a run down of the two work groups:
Workgroup #1 (6 people)
- 6 laser printers
- 1 fax
- 1 large copier (MFP) however it was not connected
- 8 laser printers
- 2 fax (one for inbound and one for outbound)
- 1 large copier (MFP) this also was not connected
As per usual, I indicated that the desktops printers and fax machines should be
eliminated because of the higher cost per page when compared to a connected copier/MFP. Working late on the proposal I needed to save the customer some additional dollars, but where was it going to come from? I had already accounted for auto duplexing to save paper, fax4ward2email to save paper and consumables, put them on a cost per page plan, and even had 10 licenses of ecopy to help save paper.
Something finally clicked and I did a search on the Internet for "electricity cost for copiers" and I got what I was looking for at http://www.aps.com/ . They had a document that actually showed the average cost of running office equipment on an annual basis. With that I created a new line in the spreadsheet that focused on the electricity savings by removing 14 laser printer and 3 fax machines. Eliminating the fax machines would save $27.00 per fax per year (if left on 24 hours), and then the laser printers were $44.00 per year (if left on 24 hours).
The faxes total $81 annually and the laser printers came in at $616 annually. Total $697 per year. Break that down to a monthly cost and the savings would be around $58 per month. Over the term of 60 months, the total savings is $3,484.99.
Summary: I doubt that the laser printers were left on 24 hours a day (ya never know), however even if they were turned off at night, the end user still had a savings each and every month. Plus, if you're the person presenting the ROI proposal and you've taken the time to show this to the client, my guess is you'll get their business. It's all about saving money.