In the past, companies did not usually pay much attention to the manner in which they carried out print management services in their offices. Hardly any thought about the workload of printing devices, paper and supplies. However, the financial crisis has entirely changed corporate policy in terms of cost savings and print services.

For those wishing to take action, the biggest problem is a lack of understanding of the problem. Few senior IT executives have any idea of the number of printers in use across their organisation and the cost of the overall print bill, let alone how active printers are in terms of users and the quantity of supplies they get through, their age and the maintenance they require. This is not an ideal situation, as printing and imaging can consume up to 3% of some company’s annual revenues.

Money can be squandered in several unseen ways when it comes to printing: unnecessary devices, wasted resources and inefficient hardware. Staff spending time on simple printer issues can mean valuable hours are lost dealing with different suppliers and vendors. Therefore, numerous organisations are now reducing the complexity, cost and risk of operating an unmanaged in-house print environment by adopting an outsourced managed print service.

Outsourcing printing enables businesses to optimise their entire output set-up. By adopting a comprehensive bundle of services to streamline output management, it is possible to reduce the workload of the IT department and save money. Managed printing addresses organisational needs in three main stages:  assessment, optimisation and management of the print environment. Most of the measures to reduce printing costs also have an environmental benefit.

Kyocera’s Managed Document Services is one service that offers an effective solution for a more efficient, economical and environmentally friendly document output. Kyocera conducts a careful analysis of a company’s structure and needs. Then, it creates a detailed programme to target specific issues. This programme can reduce the use of consumables such as paper and toner, cut energy costs and lower service and support costs. It is possible to set up binding print policies that determine when colour printing systems may be used. As the age and lifetimes of the systems are all known, cost drivers can be easily identified and removed by exchanging devices.

Outsourcing printing enables businesses to optimise their entire output set-up

Measurable benefits also arise from other less cost-driven benefits. Increasing productivity through optimised workflows, reduced down-times and minimising the workload of the IT staff that look after the printing fleet. Kyocera supplies everything needed for every printer and multifunctional device, regardless of the brand. It takes on all maintenance and repair services, both for its own printers and copiers as well as those of other manufacturers. Its remote monitoring system recognises deviances in the functioning of a device and reacts quickly whenever needed without having to be on-site. 

Outsourcing printing functions helps reduce energy and resource consumption, improving the balance sheet ecologically as well as economically. Solution providers can advise on the conversion to energy-saving printers and copiers that will make an even larger difference to energy costs. Other services include using recycled paper, developing company-specific disposal concepts and implementing a company print policy that requires employees to be more ecologically considerate. 

Kyocera improves environmental sustainability through economic software applications and ECOsys technology. ECOSYS technology uses a patented amorphous silicon print drum and other long-life components. As a result, the company’s printers require only one consumable – the toner itself –and no expensive cartridge system.

The benefits of outsourcing printing are demonstrated by financial services company Deloitte. With an output fleet that no longer matched the firm’s growing reliance on digital documents, printing costs were spiralling out of control. Deloitte was looking for a solution that would increase management control over printing, streamline back-office work processes, provide high-quality documents reduce printing costs and promote supplier diversity and environmental responsibility.

An audit of the firm’s printing environment to chart out the requirements of staff and show the limitations of the current environment brought about a detailed, company specific plan for the output environment.  It was proposed to introduce a new series of multifunction colour systems, as the audit revealed that the entire business depends upon the client reports and presentation materials, making document quality the key factor in this industry. Document accounting software was also introduced to address questions of accountability and data security.

The results of the process were a 50% reduction in the number of document output devices, a 20% reduction in paper consumption, significantly reduced printing costs, optimum usage of colour printers, enhanced accountability for all documents produced and high-quality document output that meets the company’s objectives.

Outsourcing printing also works well in the public sector. New College Durham in the north of England was experiencing significant problems with printer reliability, and the cost of cartridges was spiralling to an unacceptable level. This was worsened by the natural growth of the output environment, which put an ever greater burden on budgets and organisational efforts.

Following a comprehensive print audit, Kyocera introduced new hardware and cost-saving measures. These included software that automatically records information such as page volumes and toner usage and reports them to a central location. Fast and reliable support, warranty and consumables were provided to New College Durham in a single cost-per-click contract so that even during peak times the entire output environment runs smoothly, supported by reliable Kyocera devices.

New College experienced a significant reduction in cost through the outsourcing of hardware maintenance and the procurement of consumables. Provision of cost transparency and planning stability was brought about through print audits. The entire management process was speeded up, and administrational efforts were reduced. Even with millions of prints per year, operations were significantly smoother because of reliable Kyocera hardware and dedicated support functions.

According to Alan Race, ICT Manager at New College Durham, “One of the key benefits of Kyocera Managed Document Services is the transparency of printing costs. We now know exactly what our monthly costs for the print network will be, plus there are no nasty surprises where servicing is concerned either.”