Every organization has convenience copiers or multi function devices (MFD’s) in the work place to support work activities. Convenience copiers or MFD’s are defined as those machines that are located in the work area, operated and utilized by the employees in the work area, and for which no special training or knowledge is required for their operation. To benchmark these services you need to determine the total cost per copy and the level of service.
Key performance measures are:
To determine service levels you need to measure availability of the copier:
To obtain your normalized costs just divide your total costs by the number of clicks to obtain:
Cost / Click
The median cost per click in the FMRT benchmarking survey for 2007 was $0.05 per click. The lowest cost was $0.02 per click while the highest cost was $0.13 per click. More than 75 percent of the participants reported costs ranging from $0.04 to $0.06 per click.
What Works:
- Many of our best performing organizations regularly review their usage, click costs, and adherence to service level agreements.
- Communicate with the users of these machines the cost of copies and the service level agreements.
- Encourage users to copy on both sides of the paper — lowers costs and it is good for the environment.
- Consolidate copier equipment in one or two areas per floor and transition away from desk top copiers and printers if you have not already done so.
Step 3—Using This Information…
You should review your current cost per click to see how they compare with these metrics. After completing your review, establish standards and set goals for your organization that are realistic but challenging.
Metrics from the Facility Managers Round Table (FMRT)
In 2007 there were 90 unique sites in the FMRT with a median size of about 1,400,000 million square feet.
Space Metrics
- Space Utilization 430 Gross Square Feet per Occupant
- Cost Metrics
- Utilities $2.17 / GSF
- Custodial $1.33 / Cleanable SF
- Maintenance $1.69 / GSF
- Parking and Paving $1529 / Acre
- Groundskeeping $3405 / Acre
- Security $0.73 / GSF
- Mail Services $0.22 / GSF
- Environmental Health and Safety $0.35 / GSF
- Fixed Costs (Includes: Building, Leasehold Improvements, Furniture/Equipment) $ 3.71 / GSF
Move / Churn Cost Metrics
- Box Move Costs $317 / Person Moved
Customer Satisfaction
- Satisfaction With Overall Facilities Services 3.80 on a 1 to 5 scale
- Box Move Costs $317 / Person Moved
Customer Satisfaction
- Satisfaction With Overall Facilities Services 3.80 on a 1 to 5 scale