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How Virtual Desktops Will Reduce Your IT Costs: A Guide for Print Companies

Print companies, like many other industries, are constantly seeking ways to cut costs while improving efficiency and maintaining high standards of service. Virtual desktops might be the cost-saving solution you need. Let’s explore how these tools can help reduce your IT expenses significantly.


Virtual Desktops IT Costs Print Companies

What Are Virtual Desktops?

Virtual desktops are cloud-based desktops that allow you to access your work environment from anywhere, on any device. Instead of relying on physical hardware, everything runs on a remote server. Imagine having your entire office accessible through your laptop or tablet.


Cutting Down Hardware Costs

1. Less Need for High-End Hardware

With virtual desktops, the heavy lifting is done by the server, not the device you're using. This means you can use less powerful (and cheaper) hardware in your office.

A 2022 report by Gartner found that businesses using virtual desktops saved an average of 25% on hardware costs.

2. Longer Lifespan for Devices

Since virtual desktops handle most of the processing, your existing devices don't wear out as quickly. This means fewer replacements and lower overall hardware expenses.

Tip: Reinvest the savings from reduced hardware turnover into other areas of your business, such as advanced printing technology or employee training.


Slashing IT Support Costs

1. Simplified Management

Managing physical desktops can be a headache, especially when issues arise. Virtual desktops simplify this by centralising management. IT staff can quickly address problems from a single point of control, reducing the need for onsite visits.

Solution: Use a centralised management console to streamline IT support and reduce downtime.


2. Reduced Need for Extensive IT Staff

With fewer physical machines to manage, you won't need as many IT staff. This can significantly cut your payroll costs.

According to a 2021 study by IDC, firms that switched to virtual desktops saw a 30% reduction in IT staffing needs.

Lower Energy Bills

Virtual desktops consume less power than traditional desktop setups. Since the server handles most of the processing, your office devices use less electricity, leading to lower energy bills.

Tip: Track your energy savings and consider using them to invest in other sustainability initiatives within your firm.


Enhanced Security, Less Risk

Security breaches can be costly, both in terms of money and reputation. Virtual desktops offer enhanced security features that protect sensitive client information, helping you avoid these potential pitfalls.


1. Centralised Data Storage

With data stored on secure remote servers, there's less risk of physical theft or loss. Even if a device is stolen, the data remains safe.

Solution: Implement strong access controls and encryption to further protect your data.


2. Regular Updates and Patches

Keeping software up-to-date is crucial for security, but it's also time-consuming. Virtual desktop providers often handle updates and patches for you, ensuring your system is always secure without the hassle.

A 2023 report by Cybersecurity Ventures indicated that businesses using managed virtual desktops experienced 50% fewer security breaches.

Flexibility and Remote Work

Virtual desktops support remote work, which can reduce the need for large office spaces and associated costs. This flexibility can lead to savings on rent, utilities, and office supplies.

Tip: Use the savings from reduced office expenses to offer better perks for remote employees, such as home office stipends or wellness programs.


Scalability Without the Hassle

Print companies often experience fluctuations in workload. Virtual desktops make it easy to scale up or down as needed without significant investment in new hardware.

Solution: Choose a virtual desktop provider that offers flexible pricing plans to match your firm's needs.


Real-World Examples

1. RR Donnelley

RR Donnelley, a major printing and related services company, implemented virtual desktop infrastructure (VDI) to enhance its IT operations. By moving to a virtual desktop environment, the company reduced hardware costs and improved data security. The central management of virtual desktops allowed RR Donnelley to streamline IT support and enhance overall efficiency.

Source: RR Donnelley Case Study


2. Quad/Graphics

Quad/Graphics, a large printing services company, adopted virtual desktops to improve remote access for its employees. This transition helped Quad/Graphics reduce the need for high-end physical hardware, thereby cutting costs. The company also saw improvements in IT support efficiency and data security, as the centralised virtual desktops allowed for easier management and enhanced protection of sensitive information.

Source: Quad/Graphics Case Study


Final Thoughts

Virtual desktops offer a host of benefits that can significantly reduce your IT costs while enhancing efficiency and security. For print companies, these savings can be redirected towards improving customer service, investing in advanced printing technology, or simply boosting your bottom line.


Consider the shift to virtual desktops and experience the cost-saving benefits firsthand.

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