Managed print a smart control strategy
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Managed print services can help control printing expenses, boost productivity, and reduce environmental impact. Most companies do not know their true printing costs, which typically account for 1-3% of annual revenues. Outsourcing management of printers to a qualified partner can reduce IT burden and waste, optimize the printing infrastructure, and improve workflow through proactive maintenance. The partner conducts an assessment, provides remote monitoring and expertise, and helps optimize placement of multi-function printers to increase efficiency.
Managed print a smart control strategy
- 1. Managed Print Services Managed Print A smart cost control strategy
- 2. Let’s start with some questions… • You know how much you spend on equipment – how about supplies? • When you thought about supplies, did you consider inventory carrying costs? • Did you consider the time it takes to find the part number and order it? • How about shipping? • And what about color? Don’t know how much it costs, just that it’s expensive? Don’t know the answers? Good news: You are not alone. 90% of all companies do not know what they are currently spending on internal desktop and network printing.
- 3. Where does all the money go? Excess Unscheduled supplies maintenance Drive installation and upgrades Help desk
- 4. The Desired Outcome Control expenses Boost productivity • Manage the environment • Do more with less • Optimize the infrastructure • Focus on core business • Improve workflow
- 5. The Impacts of Printing
- 6. Financial Impact Printing Cost total 1-3% of annual revenues* Print Volume is declining at 1-2% per year** Related Costs • For every $1 spent on printing it takes another $9 to manage it*** The Cost Equation If revenues and profits don’t increase at the same rate as the rising cost of documents, the result is eroding profits Annual Average Annual Revenue Print Spend * Gartner Group ** IDC *** All Associates Group $10 million $100K to $300K
- 7. Environmental Impact Paper, Toner and Power • One case of paper (10 reams) uses approximately 60% of a tree* • Production of 50 lbs. (5,000 pages/1 case) of copy paper produces 143 lbs. of green house gases* • Three quarts of oil are consumed in the production of a single new toner cartridge and they take over 1,000 years to decompose** • Millions of square feet of landfill space is consumed with used toner cartridges, paper, and printers that could be recycled.** Office Pages Trees Greenhouse Employees per Year per Gas Emissions *printgreen.com ** State of California Year 100 1 million 120 282,000 lbs
- 8. Productivity Impact Work Flow • Old drivers not compatible with new applications • Materials not in stock Broken Devices • Documents not delivered • Delays • Customer responsible for having materials available
- 9. IT Impact Maintenance Burden • 15% of their time on printer related issues* • Required driver updates for multiple models/brands of printers • Not trained as printer technician • Pulls them away from projects requiring their expertise * IDC
- 11. Manage Expenses Outsource Management of the Printers • Reduce the high cost of IT’s involvement with printers • Reduce administration of the fleet with one vendor providing one invoice a month for the pages printed • Reduce wasted materials • Reduce downtime • Protect the technology investment
- 12. Minimize Carbon Footprint Green Printing • Recycle toner cartridges, paper, and printers diverts millions of cubic feet of material from landfills • The recovery and reuse of toner cartridges and paper saves power through less manufacturing* • Use post consumer recycled paper • Reduce materials inventory and the associated waste Utilize alternative inks to laser that have less environmental impact Approximately 50% less energy is used by one multifunction printer than the combined annual consumption of the individual products it replaces * State of California
- 13. Boost Productivity Improve Workflow • Proactive maintenance by properly trained technicians increases availability of required devices • Having the right materials and devices in the right locations at the right time eliminates delays in producing needed documents
- 14. Free Up IT Resources Reduce the printer burden • Remote monitoring software reports device status and errors reducing help desk calls • Outsourced service eliminates IT from spending time on issues not requiring their expertise
- 16. Stop Buying Without knowing what you have, what you are doing with those devices, and what those devices are costing, adding more devices generally does not solve the problems or reduce the costs related to printer fleets Discovery – Due Diligence Conduct an assessment of print devices resulting in a report that details the current usage, costs, and issues related to the fleet of printers
- 17. Outsource the Printer Management Without remote monitoring technology and an expertise in printers, companies are best served by outsourcing this non-core maintenance and management function to a qualified partner Optimize the Infrastructure With reporting of usage trends informed decisions can be made regarding the consolidation of print assets, the strategic placement of MFP’s to increase productivity and software solutions to improve user productivity
- 18. Take Action! Assess the Current Environment • What devices do you have? • How much are the devices used? • What is the true total cost of your current printing? Better Information for Better Decisions • Factual Information • Implementation steps • Semi-annual account reviews
Editor's Notes
- #5: Most of the CFO’s we work with are looking for meaningful strategies to control overhead expenses in today’s tough economy. At the same time, they need to find ways to boost productivity and return on assets. The challenge is that these two goals are usually at odds. Boosting productivity usually means new costs while controlling expenses means harming productivity. Every so often, a strategy appears that allows you to control expenses without negatively impacting productivity. Our experience has shown us that this is possible by optimizing your office printing environment which starts with better managing your output fleet.
- #6: There are many issues impacting businesses today and some of these are related to documents and the output devices. A few of the issues we find in common when speaking to customers are that: Companies have more document output devices then ever before. The related cost of printing is rising at a rate much higher then the cost of the printed page. The increases in volume results in an increased cost related to usage, management and administration of the fleet, negatively affecting productivity and requiring more resources. Many companies are seeking reasonable measures they can take to protect the planet by selecting partners and products that reduce their carbon footprint. IT departments suffer from an increasing support requirement related to printers. Today, I would like to take a few minutes to explain some steps that have proven to help control the rising costs while reducing your burden for managing the output fleet while being sensitive to the environment.
- #7: There are many issues impacting businesses today and some of these are related to documents and the output devices. A few of the issues we find in common when speaking to customers are that: Companies have more document output devices then ever before. The related cost of printing is rising at a rate much higher then the cost of the printed page. The increases in volume results in an increased cost related to usage, management and administration of the fleet, negatively affecting productivity and requiring more resources. Many companies are seeking reasonable measures they can take to protect the planet by selecting partners and products that reduce their carbon footprint. IT departments suffer from an increasing support requirement related to printers. Today, I would like to take a few minutes to explain some steps that have proven to help control the rising costs while reducing your burden for managing the output fleet while being sensitive to the environment.
- #8: There are many issues impacting businesses today and some of these are related to documents and the output devices. A few of the issues we find in common when speaking to customers are that: Companies have more document output devices then ever before. The related cost of printing is rising at a rate much higher then the cost of the printed page. The increases in volume results in an increased cost related to usage, management and administration of the fleet, negatively affecting productivity and requiring more resources. Many companies are seeking reasonable measures they can take to protect the planet by selecting partners and products that reduce their carbon footprint. IT departments suffer from an increasing support requirement related to printers. Today, I would like to take a few minutes to explain some steps that have proven to help control the rising costs while reducing your burden for managing the output fleet while being sensitive to the environment.
- #9: There are many issues impacting businesses today and some of these are related to documents and the output devices. A few of the issues we find in common when speaking to customers are that: Companies have more document output devices then ever before. The related cost of printing is rising at a rate much higher then the cost of the printed page. The increases in volume results in an increased cost related to usage, management and administration of the fleet, negatively affecting productivity and requiring more resources. Many companies are seeking reasonable measures they can take to protect the planet by selecting partners and products that reduce their carbon footprint. IT departments suffer from an increasing support requirement related to printers. Today, I would like to take a few minutes to explain some steps that have proven to help control the rising costs while reducing your burden for managing the output fleet while being sensitive to the environment.
- #10: There are many issues impacting businesses today and some of these are related to documents and the output devices. A few of the issues we find in common when speaking to customers are that: Companies have more document output devices then ever before. The related cost of printing is rising at a rate much higher then the cost of the printed page. The increases in volume results in an increased cost related to usage, management and administration of the fleet, negatively affecting productivity and requiring more resources. Many companies are seeking reasonable measures they can take to protect the planet by selecting partners and products that reduce their carbon footprint. IT departments suffer from an increasing support requirement related to printers. Today, I would like to take a few minutes to explain some steps that have proven to help control the rising costs while reducing your burden for managing the output fleet while being sensitive to the environment.
- #11: Fortunately, there is a better way. The CFO’s we work with were excited to learn about our managed print services strategy that helps them manage expenses, boost productivity and free up IT resources along with minimizing their carbon footprint. Let’s discuss how this might work for you.
- #12: A strategy that has proven to control costs is managed print services. Rather then companies buying print devices, the supplies, and the services separately and then trying to manage it themselves, the recommendation is to outsource the management of the devices and buy the end result which is the printed pages. One monthly invoice for the pages printed reduces the number of purchase transactions and administration of the fleet, and proper management will reduce waste and protect the investment of printing assets
- #13: Recycling toner cartridges and paper are proven step towards contributing to the environment by reducing the amount of raw materials and electricity in the manufacturing process and well as the reduction of landfill space and greenhouse gases from incinerating. Fortunately, many companies are realizing that going green also helps them save money.
- #14: A proper managed print services program will provide for proactive maintenance by trained technicians and management of the supplies inventory, increasing availability of devices and reducing delays associated with broken devices or missing supply items.
- #15: A managed print service of value will include 24/7 remote monitoring of print devices and reporting of device status and errors. This allows for the appropriate corrective action to be taken with out the user involving IT is the process. Further, reducing IT’s involvement with printers allows them to focus on the department’s core initiatives and reduce the cost of completing IT projects.
- #16: Fortunately, there is a better way. The CFO’s we work with were excited to learn about our managed print services strategy that helps them manage expenses, boost productivity and free up IT resources along with minimizing their carbon footprint. Let’s discuss how this might work for you.
- #17: The following is a simple four step strategy to optimizing your printer fleet which should result in controlling costs and increasing efficiencies. Here are the first two steps
- #18: Here is the balance of the strategy
- #19: In order to adopt a Managed Print Strategy for your business, there are a couple of steps to consider. First, you will need an assessment of your current printing environment to determine what you have, what you are doing with it, and what it is really costing When that phase is complete, a report that includes the facts and findings needs to be published and reviewed to determined what steps should be employed to control costs and improve productivity. Usually, better management of the existing assets is a good place to start. We would like to help you in this endeavor to create an implement and effective strategy Can you see the value in this offer?