Some use hardware by centrally providing common devices to all the employees, dedicating a space for the printers, copiers, fax machines, and scanners. Whereas some businesses provide each employee with a desktop printer, however, for larger companies, this would likely be a functional and financial nightmare. Large corporations and government agencies, for example, provide shared devices that can be accessed over a local network.
What was your consideration for the location when it comes to the printers, copiers, or multifunction printers (MFPs)? Is the printer’s location important for increasing the efficiency of your workforce and productivity? In this case study, we will explain how a printer’s location can improve your productivity.
Introduction Of Managed Print Services
Marco, the technology provider, met with the management and IT support staff to implement a managed print services plan. A local government agency was not only needed a more efficient system to manage, but more significant goals for the implementation of MPS included a move to paperless documentation, faster turnaround on service requests, and increased productivity.
The MPS process has been started with an assessment and mapping of their current print environment. After the implementation of the printer at the right location, it was evident that the print fleet could be reduced by 30%, and would save money without impacting productivity and efficiency. An agency adopted the technology refreshment, wherein modern equipment has been installed, such as multifunction printers to improve the efficiency and productivity of the employees at the same time.
Targeted areas were established with these multifunction printers that offered scan and copy options together and avoided the idleness of multiple devices that performed the same functions.
The right location of a printer has changed the entire look and working style of the agency. Have a look:
- Device fleet dropped from 438 to 320 (a 30% reduction)
- Output remained the same: 1,024,160 b/w prints and 83,497 colour prints
- Hours of internal IT support was replaced by managed outsourced support
- Partner for supplies and parts decreased to one
- One monthly invoice was received
- Accurate visibility of MFPs
- Strategic management rather than tactical triage
Issues & Frustrations Pre-mps
As a local government agency, the organization needs to deal with a variety of operations on a daily basis. The printing needs are ranging from the average print job, such as meeting notes, itineraries to the large-volume scanning jobs and other confidential materials. Employees and the IT staff of the office dealt with:
- The need for secure printing in particular departments
- Desktop printers required for employees with client-facing function
- Wait times for faxing (both transmission and reception)
- The perplex situation on where to send print jobs
- Annoyance in sorting and tracking print jobs, as well as end-of-the-day shredding practices
The Situation: Government Agency In a Pre-mps Environment
A local government agency’s two-floor office space was a complex mixture of laser jet, copier, fax, and scan equipment that consisted of 438 devices in total including 146 unique models from 10 different manufacturers before the agency turns to managed print services (MPS). A large fleet of MFPs speckled throughout the office with no feasible means of managing the devices caused the print solution a challenge.
Other issues that are being faced by the employees are: the IT staff had to deal with outdated equipment throughout the office. That outdated equipment required more maintenance than their modern MFPs. Also, certain segments of the office required special consideration in print management and unique approaches were needed to meet those demands.
The most frustrating part possibly be the financial aspect. Ordering supplies and replacement parts, and requesting service bothered valuable IT hours while costing a lot of money to the company before MPS was introduced into the workplace.
The government agency quickly found out the importance of the printer’s location at the workplace. With a reliable MPS integration, the agency immediately showed a difference in the efficiency and workflow in all operational areas, realized significant savings in print-related expenses, consolidated its vendor contacts and improved its on-site and support desk assistance and, above all without sacrificing services in client-facing positions.
With right receipt printers, you can actually feel a difference in the efficiency and productivity of an organization.