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.

As we visit prospective education sector clients, we regularly come across various iterations of ‘old school’ print contracts. The reference to old school is a pun; what we refer to are the old fashioned, expensive, punitive print contracts that were common place in the 90’s and early 2000’s.

If there is one sector that ‘got hit’ hardest by these sales techniques it is the education sector. It is not unusual to find schools saddled with ongoing finance on devices, alongside stinging (minimum volume) pence-per-page consumable and service contracts. To put this into perspective, these contracts could be based on estimates of 50,000+ prints per quarter, a figure you have to pay whether you hit that volume or not and can include the capital cost of the equipment, if not then there is usually a separate rental contract running alongside.

The reason that schools are paying such high charges is because they may have been mis-sold into the centralised Managed Print Service (MPS) proposition for supposed cost reduction purposes. The concept of centralised print, at that point in time, was not necessarily incorrect – as smaller desktop devices were expensive to run - however this is definitely not the case today. The issue is that many of these contracts, whilst designed to save the client money, actually only helped suppliers hide copious amounts of margin in the hardware and print charges. Furthermore, no one seems to have gone back to the schools and told them that things have changed and that the only people benefiting from the old approach were the device providers and support companies.

Not only has technology changed, but the demands in school have also changed significantly since then. Most schools now use smart boards, computers and iPads in classes which reduces the amount of paper required for lesson planning and delivery alone. Newsletters and parental communications also rely more on email than paper resulting in a further reduction in demand.

Technology costs now mean that it is much more time and cost efficient to have a device per classroom, even more so than centralisation ever offered. Recent examples that we have delivered for our clients provide an all-inclusive price (hardware, consumables and support) for significantly less than their current service and consumable spend – and with no hidden extras! On top of the cost benefits of ‘in class’ printing, the idea of decentralising also has many practical benefits. Nurseries and Key Stage 1 classes tend to use photos and pictures to show child development and so access to immediate printing allows teachers to keep records up to date.

The explosion in wireless and mobile devices also means pupils and teachers alike need ready access to printers as more and more content is produced not in books, but on tablets, phones and laptops – in short the idea of leaving the classroom and walking to a centralised print area like the staff room or office is no longer a practical expectation.

With mounting pressure on schools to balance the books whilst achieving outstanding outcomes, the cost of print is once again becoming a major issue. And it’s time that things changed to ensure that schools can use their squeezed budgets to be cost effective, efficient and modern when it comes to print.

GDPR legislation is set to highlight print device security as a major issue

The forthcoming introduction of GDPR legislation has once again shone a light on the security (or lack thereof) around print infrastructure. As highlighted in our recent blog about GDPR compliant workplaces, print hardware and devices typically remain the weak link in IT security.

What many people fail to realise is that most office printers have a hard disc and a network connection, just like a computer, and yet they are not afforded the same level of hardware protection. Printers present a back door to otherwise highly secure networks and as devices become more accessible, so the risk increases.

The introduction of Airprint technology and wireless printing can be useful from a user perspective, but it also makes devices more visible and therefore more ‘hackable’. To test the theory, we recently sat in a car outside a serviced office block and scanned to see how many devices we could see. An eye watering 25 network access points (excluding wifi access points) were presented for our selection. Now, we didn’t test the security behind these but our experience suggests that we could probably have hacked up to 50% of these with little or no effort, putting us on networks and able to access other devices or upload malware, trojans or viruses. A dedicated hacker would probably be able to access closer 75% and in far less time than a keen amateur.

With print infrastructure once again moving away from centralised print, back to a more generous scattering of devices around the workplace, the risk to IT security, if not taken seriously, will only increase. However, even secure network devices present a continued data risk if other aspects such as secure document destruction, immediate collection of confidential documents and on demand printing are not taken into consideration.

Securing your print estate is not as difficult or expensive as you may think, especially when compared to the risk:benefit analysis of not doing anything, and so we now recommend this as standard for all our clients. For more information, contact us today.

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.

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London
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Chichester
West Sussex
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