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