Managed print a smart control strategy
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Transcript of Managed print a smart control strategy
Managed Print Services
Managed Print A smart costcontrol strategy
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.
Where does all the money go?
Drive installationand upgrades
Unscheduledmaintenance
Help desk
Excesssupplies
The Desired Outcome
Control expenses• Manage the environment• Optimize the infrastructure• Improve workflow
Boost productivity• Do more with less• Focus on core business
The Impacts of Printing
Financial Impact
Annual Revenue
Average Annual Print Spend
$10 million $100K to $300K
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***
* Gartner Group ** IDC *** All Associates Group
The Cost EquationIf revenues and profits don’t increase at the same rate as the rising cost of documents, the result is eroding profits
Environmental ImpactPaper, 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 Employee
s
Pages per Year
Trees per Yea
r
Greenhouse Gas
Emissions
100 1 million 120 282,000 lbs
*printgreen.com ** State of California
Productivity ImpactWork Flow• Old drivers not compatible with new applications• Materials not in stock Broken Devices• Documents not delivered• Delays• Customer responsible for having materials available
IT ImpactMaintenance 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
A Sensible Strategy
Manage ExpensesOutsource 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
Minimize Carbon FootprintGreen 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 wasteUtilize alternative inks to laser that have less environmental impactApproximately 50% less energy is used by one multifunction printer than the combined annual consumption of the individual products it replaces
* State of California
Boost ProductivityImprove 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
Free Up IT ResourcesReduce 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
Implementing the Strategy
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 DiligenceConduct an assessment of print devices resulting in a report that details the current usage, costs, and issues related to the fleet of printers
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 InfrastructureWith 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
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