Typically, an organisation's print costs
are between 3-5% of their yearly revenue. The surprising thing is
that many don't actually know it as many of the costs are lost in
capitalised hardware, consumables and indirect staff costs who may waste
valuable hours every month dealing with the office print process instead
of earning revenues. These costs can be reduced by choosing a
Managed Print Service (MPS).
Cost Savings and Control
- According to independent market
research, organisations who implement a full Managed Print Service can
save up to 30% against traditional printing methods.
- It is easier to budget and plan
printing costs more effectively, hence providing more control over
- By consolidating multiple suppliers
associated with the support of your printing you can reduce back
office costs associated with managing your printer network.
- Greater control of supplies such as
paper and toner will reduce wastage and the carbon footprint of your
- Introducing the optimum mix of
printer models and more energy efficient models may reduce your demand
for energy consumption. Though this must be offset by the
balance of irrationally disposing of the replaced units which may
still be serviceable.
- Standardisation of hardware will
give a clear consistent offering to users.
- A single point of contact for the
delivery of your print services will result is less downtime and
greater user satisfaction as a result.
- By utilising the appropriate
advancements in hardware users are given the best experience possible
and the efficiency that these improvements can bring.
- Allow the organisation to focus on
its core business and remove the need to commit resources to manage
the printer network.
- Greater business continuity as one
provider supports the entire printer environment which will reduce the
risk of downtime and interrupted service.
- A proper Managed Print Service will
be scaleable enough to move with the changing needs of an organisation
and will accommodated future requirements.
The truth is, that if you are like
most people, you have no idea how much your company is spending on
printing devices, supplies, repairs, etc. But you have a sense that
there are resources that are going to waste. If this is you, think
seriously about seeking out a good MPS provider.
Choosing A Managed Print Supplier
MPS providers vary in size,
ability, and the hardware and software they support. Some work with
specific vendors and others are vendor-neutral. One of the best things
about working with a vendor-neutral provider is that you wonít need to
immediately dispose of current equipment and may not need to purchase
any new equipment.
Your MPS supplier will provide you
with experts that will assist in the design, implementation and
management of a printing infrastructure geared to your specific business
requirements. The service should include printer services, parts and
supplies along with customized usage reports. Note that most
charge on a per-page basis.
Ask yourself the following 5
1. Will it deliver a solid return
on investment (research shows that some organisations can save up to 30%
on printing services)?
2. Are you maximizing your current
print investments? Are they still performing the services you originally
purchased them for? Could they do more for you?
3. Is your print equipment
compatible with current technology in use? MPS might be able to
reduce costs by combining the right technology with cutting-edge
software and services that will enable your business to streamline
workflow, eliminate time-consuming manual tasks, and reduce operational
4. Does your IT department spend a
lot of time servicing printer hardware? By leveraging MPS to monitor
devices and repair them as needed, you free up your support teams to
work on more critical projects.
green important to you? Smartly
rationing print devices among employees reduces energy usage and leads
to a smaller carbon footprint. Simply replacing all current equipment
with new may increase your net carbon footprint.
the overall lifetime of computer equipment 75% of the environmental
damage is done before the machine is switched on for the first time
(The Guardian May 2008). Establish what are the green
credentials of the supplier and the equipment being proposed/replaced.
What To Look For From An MPS Provider
There are several things to look
for when choosing a managed print provider.
- Can they offer an affordable solution that
addresses your specific needs.
- Will they will be able to service and provide
supplies for a complete array of printer brands, including the option
of money-saving remanufactured cartridges?
- Can they offer fully integrated services if
required (or a partial solution if required)? Do they have the
capabilities to oversee every aspect of your print infrastructure,
including assessment, management, device maintenance, consumable
replenishment, and (if necessary) new equipment supply.
- Do they offer comprehensive support and
experienced printer consultants.
- Do they have knowledge of the latest software
and relevant technology? Some MPS providers have the tools to
monitor equipment status and automatically ship and replenish supplies
proactively, particularly applicable in larger organisations, less so
in smaller ones.
- Is the solution eco-friendly? What happens to
the current printers when removed (avoid landfill)? What is the
expected life of the proposed hardware (replacing every 2 to 3 years
may suggest the equipment isn't good enough and you should find a
better hardware supplier)? What will then happen to that hardware when
replaced? Note that there are a number of hardware suppliers who
restrict the re-marketing of their equipment and the consequence is
that there is no second-user market for certain models. These
types of printer are now rapidly filling up landfill in China and
- Beware of the Long-Term Tie-In. Some MPS
contracts will tie you in for long-term deals, way past the initial
term that you envisaged. (See BBC Panorama 28th September 2012).
Donít hesitate to ask questions and donít
hesitate to ask for hard evidence of ROI claims. Youíll want to be
certain that MPS is right for your organisation before you commit.
Our Solution For MPS
At Cotswold we offer both larger, full MPS
solutions for larger companies and small easy-in-easy-out solutions for SMEs and lower volume print users in our
Page-Print service offering.
We are vendor-neutral in proposing
a solution, but we avoid any solution/hardware that may result in
equipment going unnecessary to landfill. For more information on
our full MPS solution please call or
email us for an initial discussion.
* For an enlightening insight into
the life-cycle of computer printers and which models are best to
purchase or to avoid, please make contact with us. We are happy to share
our knowledge to help you choose an eco-friendly and cost-effective
printer or print solution provider.