5 Steps to Implement a Managed Print Service

By now you have heard all the great things about managed print services. You may have even gone as far as to have your print and copier fleet analyzed by a managed print service provider. You have been made aware of the great savings that lie ahead, but there is one major problem, who has the time to make the transition?

In this article, Brian Harris, Director of TotalPrint USA, uses his ten plus years of experience in managed print to lay out an easy implementation plan, while maintaining your investment and not disrupting the end user community. In this article, we are going to assume your company is like most, you lease your copiers, and you buy your laser printers and supplies.

5 Steps to Implement a Managed Print Service

1. Start Savings… Simply put your existing laser print fleet on the program.

Leave everything where it is, regardless of the cost to operate the device. Get the savings started. In all cases, your cost to buy toner is 20% more than a full managed print service which includes toner, parts, maintenance kits, and service.

2. Now that your laser printers are on the program, identify end of life & inefficient machines

Let’s take a small number of devices, a low-medium-high scenario. For example HP 402 desktop, HP 506 small workgroup, HP 608 high volume. As devices reach end of life, or there are net new needs, slowly start migrating the newest in HP’s security, technology, and the most efficient equipment into the right places.

3. After 6 months of savings on a print program, optimize through analytics

Analytics will start to show where simple readjustment of equipment will increase savings and this is exactly what you should expect from your managed print service. If you recall, we put everything on the program to start the savings, now we are at the point where we start suggesting areas that would benefit from new, more efficient equipment. In high volume areas, downtime can equal massive expense. Let’s take older equipment that is still efficient to run, and move it to less critical areas so you can still retain your investment.

4. By now you should be comfortable with the new process.

You have stopped buying toner, printers, and your service is managed. The value in the program is evident and is felt across every department. Equipment is in the right place, your print spend is identified, and downtime is minimal. With detailed billing per device, you can start distributing print costs instead of purchasing or IT bearing the brunt of it. There is one thing left to do…

5. Copiers – That traditional and inflexible lease is in place and the bank owns the equipment, nothing is going to change this.

At this point you are comfortable with the process, you like the company supporting your print, so give them a chance to manage all your print. As you need a new copier, slowly ease them into place, and when the lease is up, complete the managed print journey by never leasing copiers again.

In summation, my experience implementing managed print services is extensive. The pain of a forklift upgrade is worth the instant savings and fleet refresh, but it is not realistic for companies that are busy with day to day operations. Print is something everyone runs from, nobody really wants to deal with it, and quite frankly what I hear a lot out there is, “well what we do works good enough”.

If you would like to explore the potential of a managed print service at your location, please visit us at TotalPrint USA to sign up for a print analysis or you can reply directly to this email.