THE DAILY CHALLENGES FACED BY COMPANIES

Do you find that poor printing infrastructure creates daily challenges for your business including substantial costs, lack of document security, potential GDPR risks and an unnecessary burden on your IT department? For one of the UK’s leading independent architectural companies the issue was no different.

Boasting a £35million turnover, over 200 employees and 10 offices across the UK, this company demanded a robust, structured system to ensure that all document management is as streamlined and efficient as possible.

 

THE TROUBLE WITH SUPPLIERS

Our client was looking for help to alleviate many of the difficulties it faced with its current supplier. Fundamental issues included: 

The problem boiled down quite simply into the fact that our client was paying a lot of money for a very basic, inadequate service. Do any of the above sound familiar?  

 
HOW WE IMPROVED OUR CLIENT'S INFRASTRUCTURE

We began by auditing the company’s head office.  The key priorities of the solution design were to:
 

With the above priorities in mind we created a structured, tailored solution that worked across multiple offices, and comprising of just one manufacturer. 

 

HERE'S WHAT OUR CLIENT SAID

“Having been highly recommended to us by a third party, we chose Managed Print Partners because they were independent consultants who took into account every part of our business – and didn’t just try and sell us one brand of hardware. MPP produced a cohesive, balanced deployment plan that suited our new working environment and even incorporated our tracking and billing software.

“The biggest impact the new systems have had on our business is the incredible cost reduction. Our costs have reduced by £100,000 p/a – we are now paying 40% less for 42 devices, including consumables, compared to the amount we were paying our last supplier for just 11.  

What’s more, the printer-related calls to our help desk are now almost non-existent, which makes the whole system much more efficient. Managed Print Partners also provides invaluable ongoing support and advice. Knowing we can just pick up the phone and get a response straight away means we can focus on other areas of the business.” 

 

Could your business benefit from a managed document solution? 

 

THE RESULTS YOUR BUSINESS CAN EXPECT FROM MPP:

Digitise your document processes and save your business up to 40% on its print infrastructure costs with MPP’s leading and unique solutions.

 

Please fill in the form below to receive a call back from us and get started with your digital transformation! 

The managed print sector did nothing to preserve its own reputation in the early days of printers, copiers and scanning devices. There was a short-term attitude which only looked as far as the next deal. The Xerox sales course was widely admired and berated in equal measure for the pressure cooker environment it created amongst sales teams and clients! They were however, extremely successful.

But as years have gone by and technology has become more widely used and therefore cheaper, the opportunity has arisen to save money and replace inefficient devices and end punitive print cost contracts. We often compare print to the mobile phone business as there are many similarities. Back then you paid for the device separately and then a huge amount per minute and text of usage. Today, you rarely pay for a phone, they have become commoditised and are rolled into the monthly contract cost and the price of calls, even international, have tumbled. Printers, document management systems and devices are much the same.

Thinking has changed and changed again where the concept of centralised print is concerned as more flexible working arrangements become commonplace and the traditional office set up almost ceases to exist.

Collectively these factors have resulted in major cost savings for clients that have failed to check their contracts or simply held on to faithful old machines for many years.

It may seem an excessive step to many, but the idea of a print and document management audit genuinely does throw up some great opportunities to not only save money but support flexible and remote working, making print more accessible. It’s a service we regularly deliver for our existing and prospective clients and by experiencing lots of different working practices and sectors, we tend to pick up lots of great ideas along the way that we can share with others. So a print audit is not just about reviewing print volumes, per copy costs etc it is also about spending time considering how the print and document management infrastructure can be adapted to help the business (and save money).

But the big question is, if we can save money, what sort of benefit can we expect to see? Over the last year, its not been unheard of for us to save clients 40%, whilst giving them new devices and reducing lease and ongoing costs for colour and mono print. On average the figure is normally 20-30% but as noted above, it does depend heavily on the elapsed time since your last major overhaul/review. Clients regularly surprise themselves when they sit and think about the last time they took a serious look at their devices and contracts. They are normally even more surprised by the number of additional machines that have snuck onto desks in the meantime!

As independent consultants with over 30 years’ experience we have witnessed huge change in the industry and have adapted to meet the needs of our varied clients. So, if your last managed print invoice lead you to draw a sharp intake of breath or your machines are starting to groan, it may be the right time to stop and look at your infrastructure and see how much you could save.

Click here for your free audit.

Centralised Print: To Centralise or Not to Centralise, that is the question

Of all the cyclical debates (jam or cream first on scones, chicken or egg etc.) the question of whether to centralise or decentralise your print infrastructure seems to come and go with the tides. We are regularly asked what is best and it must be said that industry thinking is that the pendulum has swung back towards decentralisation.

There are undoubtedly pros and cons for both options but the major driver, cost, is starting to pale into insignificance as the price of devices and cost per print, continues to come down.

Old school thinking said that centralised print was the only way forward. The idea being that by reducing the number of devices you save the capital cost and then the ongoing costs associated with running multiple devices. At that same time, this was an industry renowned for bad contracts with high penalties and punitive per print/copy charges and so many manufacturers did nothing to help change direction for this train of thought. Centralised print was also used by some suppliers as a clever way of creating lucrative contracts which included substantial hidden margins.

On top of the cost debate, the technology simply did not exist to connect devices easily or provide intelligent printing and so offices followed a more traditional format – everyone with their own desk, sat in departments etc. - and so there was limited demand for anything different.
Nowadays, many of these arguments have been shelved or overcome and the print industry has had to keep pace with the demand for more flexible working, hot desking, work from home and multi office environments. ‘Follow me’ print and cloud server based print technology now allows users to pick up their print from wherever they are working at that point in time, not always going back to a centralised hub.

Companies have also realised that there must be a balance because an over rationalised environment can have a serious impact on productivity of staff. Users are away from their desks for longer periods of time creating situations whereby phones ring longer, go unanswered and the response to customer demands is slower.

Costs continue to fall and, if you choose your partner carefully, managed print contracts are not as painful as those of the 80s and early 90s. Historically, cheap to buy devices typically had excessive toner and ink consumable costs, with a colour print costing as much as 20p. Recently though, similar desktop devices which are cheap to buy, or rent, have seen the full colour consumable running costs and service support contracts get as low as 2.85ppp, depending on volumes. If you are lucky you may be paying something similar to this already on a per print basis with a mid-high volume centralised device, but you will most likely be paying an expensive quarterly lease rental charge in addition for the device itself.

More importantly these low-cost devices print at speeds of 40-50-60 pages per minute and handle volumes of up to 20,000 prints per month making them great for busy offices. Latest service offerings ensure that if there are any issues with the device not functioning properly, at any point in the contract, it can be swapped out for a direct replacement at no additional cost. So, if a mid-high volume machine does fail there is limited or no impact of productivity for the business.

Like everything in life, we say exercise some moderation and aim for a happy medium, somewhere between plurality and centralised print. An audit of current structure set against a background of desired outcomes can normally find the right balance. Why not contact us today to organise an audit?

Are you paying too much for print?  
The title for this should probably read ‘You ARE paying too much for print’ as it is increasingly rare that we come across a company that cannot make savings across their print estate. This is not for the want of trying as most companies understand that the provision and maintenance of devices and consumables is normally a big chunk of their IT spend.

So, in this blog we wanted to share the benefit of our experience in this sector to try and help more of you drive down costs. Some of the ideas below may seem obvious but the small costs soon add up and if you haven’t reviewed your print estate recently, then maybe these five top tips will help guide you:

  1. Total cost of ownership – Rule of thumb is that cheap to buy printers cost the most to run. But unlike cars, the more you spend on the capital purchase of a printer, the lower the running costs. This rule is not cast in concrete and there are some 6 litre Rolls Royces out there that cost a bundle on day one and every day thereafter, but by and large we would recommend spending more upfront. So, if you are considering purchasing new devices, run a short exercise to ascertain the total cost of ownership over 3-5 years. Your calculations should include capital cost, ink, drums, volumes, maintenance and power
  2. Ink or laser? – Laser every time. Inkjet printers are often inefficient and with inefficiency comes increased cost. Whilst the price for a new cartridge can be low, the number of pages it produces is not on a similar ratio, so your per page cost is higher
  3. In a contract? Check your per copy charges, rental charges and duration. Sadly, there remain some unscrupulous providers in our sector and like the insurance market, it is always worth going to market well ahead of your renewal to test the current contract
  4. Leasing? – Beware secondary leasing – this is the ongoing lease charge which kicks in after the original period. If you missed it in the small print when you signed up it can come as a nasty and costly surprise. You can normally avoid secondary leasing by giving notice before the end of the initial period
  5. Centralised or decentralised? – We’re writing a longer blog on this very subject at the moment as things have swung back towards decentralised print having previously gone the other way. However, regardless of the pros and cons for one of the other, the simple fact remains, fewer machines will cost you less. If you introduce smart print management software then you can make it work without inconveniencing anyone.

There are plenty of unique criteria that may only apply to you and so if you need some more bespoke advice and support around efficiencies and cost reductions please let us know.

London Office 


First Floor
65 Carter Lane
London
EC4V 5DY

020 7488 4041
enquiries@mppdigital.com

Sussex Office 


24 Glenmore Business Park
Chichester
West Sussex
PO19 7BJ

01243 769035
enquiries@mppdigital.com

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