Turn the page to turn print problems into print profits

The How to Enterprise Guide to Printer Fleet Optimisation

• Centralise its print management supply chain• Reduce and standardise devices

• Drive down hidden costs• Identify and solve problems before they occur

An enterprising guide to help your business:

Document better business

The challenge checklistMultiple suppliers for your print systems equal multiple problems:

Talking to different suppliers consumes time and resource

Multiple manufacturer branded products trigger operational and costs challenges

Some devices are on a managed services contract, others are not

Different suppliers mean varied terms and length of contract periods

High volumes of toners filling up cupboards and tying up money. When printers get discontinued, your stock becomes redundant

A centralised solution enables your business to access all devices through one portal. Critical insights into what your machines are up to are then available. Track volumes. Track usage. Generate transparency. This:

• Informs business decision making

• Gives you better control

• Fuels business productivity

• Enables 50% printer fleet cost reductions

• Frees IT teams to focus on business critical tasks

? The solution checklistOne supplier for your print systems equals multiple benefits:

How to... Supply your chain with printer fleet centralisation

Rationalise admin, contracts, costs, products and maintenance into one supplier

Standardising multi-branded products such as Xerox, HP, Samsung and Lexmark slashes admin and costs

Bring all devices, regardless of brand, under one contract

One contract means terms and periods are negotiated in one go

Device rationalisation, non-OEM cartridges and auto-toner replenishment trigger reductions in supply and storage spend

www.rdt-osg.com

Business tip: branching out

Do you have multiple branches in or outside

the UK? Okay. In this case, look to engage a

supplier who offers a scalable solution. This

way all devices, regardless of

geographical location, can

be brought under one

contract.

The outcome... A centralised managed printer fleet solution

0344 264 0791 enquiries@rdt-osg.com

Top 5 business concerns... about printer and copier

contracts in the UK

RDT surveyed 500 business leaders in your sector. They answered:

1 “Our provider is failing to deliver on the terms of our document management service.”

2 “Multiple suppliers and manufacturer brands result in an absence of printer fleet standardisation.”

3 “Hidden contract costs and lack of service mean we aren’t getting value for money.”

4 “Our printing fleet lacks the same levels of security built into our other network devices.”

5 “Staff and visitors can’t print with ease from their smartphone and tablets.”

The outcome... A centralised managed printer fleet solution

Common scenario:

the eye of the eagle

Businesses make changes to their

departments. When this happens, a device is

often no longer suited to that environment.

A good managed service provider should

identify this remotely then enact a device

swap to keep you productive.

The challengeUnsure about what’s going on with your print, copy and scanning devices? Don’t worry, you’re not alone.

In fact, the majority of business owners can’t statistically account for the volumes staff print each day, week, month or year. An absence of control creeps in. Costs are then free to spiral out of control.

How to... Bring greenhouse transparency to your printer fleet

The solutionIt’s not just about print, it’s about taking control of your full print and document setup. So seek out a complete managed service provider. In doing so, ask them tough questions:

• Can you manage all of my devices regardless of brand?

• How will you reduce consumption and my costs?

• How quickly are problems resolved?

• Do you have remote and onsite technical support?

• How will you automate our toner and supply replenishment?

?

1 2

OK

C

?

COMPANY 2With a managed print service

£2.1 million on print

COMPANY 1Without a managed print service

Spends £3 million on print

Business tip: serving up print managementPrint server management brings tasty efficiencies to businesses with multiple sites. How does it work? Solutions such as Cirrato, Equitrac, eCopy and Xangati can be adapted to your infrastructure. Doing so consolidates your server and printer environment across one or more geographical locations.

• Effective print server management relieves IT from the burden of day-to-day print server management issues

• Minimising print servers – where suitable – reduces cost and operational complexity

• Print problems are resolved quickly meaning less business downtime

• Businesses can focus on core goals rather than print problems

Ready or not, here we come…

The challengeDriving down print costs is akin to a game of hide and seek. Identifying where savings can be made means first pulling them from the shadows. Doing so can be a bit of a head-scratcher. This is because many businesses have multiple sites. Many have been through levels of acquisition. And many have inherited legacy equipment.

As a result, office sites become populated with different devices. These, in turn, are presided over by different suppliers.

This generates:

• Conflicting device management techniques deployed across the branches

• Business inefficiencies and cost increases

The solutionEach of your sites should be managed individually, with strategies based on each location’s unique needs.

Move away from taking a contingency view across everything. Your printer fleet needs to be tailored to specific sites, departments and employees.

This generates:

• Cost reductions

• Productivity increases

• Business efficiencies

Find out more about print server management at www.rdt-osg.com

?

How to... Drive down hidden costs

How to... Know if managed print is for you

Is colour print costing you a small fortune?Do you have an ever-expanding printer fleet made up of multiple brands?Too many supplier contracts proving to be a costly headache?Are your toners running out too quickly?Unsure who to call when there’s a problem?Does your IT team spend too much time on printer and copier issues?Workers want to print from their mobiles?

Take the managed print test.If you answer ‘yes’ or ‘tell me about it’ to one or more of the following questions then managed print could be for you:

No

No

No

No

No

No

No

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Did you know more and

more businesses are

documenting digitisation

- 2014-2017 paper to digital solutions

is increasing 28.5%

- 2014-2017 scanning is increasing 27%

Source: IDC Forecast

Stop the presses! Print isn’t dead. Despite talk of extinction, it remains strong. Does that mean you should print more? No. It means you should print less.

How? By analysing the flow of each document your business produces. This way systems can be introduced to ensure you

print less. Control your print output. Digitise paper trails. The end result? Cut costs, cut waste - it’s a no-brainer.

Printless or print less?

How to... Mobilise your print systems into action

The challengeYour business is no longer confined to the walls of the office. Staff work from home. Many travel the road. Some only come to the office once or twice a week. And, when they do, they bring their own devices. So, as your business grows, how can you enable all employees to print directly from their own phones and their tablets?

The solutionThe right technology means that, when your people stop by the office, they can scan, print and save documents as they need them.Simple functionality accessed through mobile devices is a key requirement for small and enterprise businesses. In considering mobile print, ask yourself:• Is the solution secure?• Will it integrate effectively into our

IT infrastructure?

?

Printing...

Get more mobile print tips at: www.rdt-osg.com

Workers are mobilising into action

Mobile numbers

- 89% of employees’

mobile devices

are connected to

corporate networks

- 49% of users want

to be able to print

from their mobile

Source: Cebit Mobile

Trend 2014/IDC

Total page volume

2008 2009 2010 2011 2012 2013 2014 2015 20162008 20102009 2011 2012 2013 2014 2015 2016

CAGR +2.2%

2008 2009 2010 2011 2012 2013 2014 2015 20162008 20102009 2011 2012 2013 2014 2015 2016

Mobile print volumeCAGR +20%

Safeguard print, workflows and key processes

Valuable information flows across all rungs of your organisation. Keeping it safe is therefore essential. With technology moving at such a quick pace, business leaders in your sector are placing security centre stage.

73% of businesses say print and device security is highly

important

Source: IDC and Gartner

79% want secure

document cloud storage and

access

68% are concerned

about devices and document workflow

security

20% of IT professionals pinpoint mobile

printing as a top 3 pain point for document

security

Many cloud

printing users are hesitant to use it for fear of a

security breach

Security tip!

The information bank

In streamlining your processes, assess the complete

lifecycle of a document from concept, delivery, storage,

to search and retrieval. This will make your business

work more securely, faster and more efficiently.

Ask yourself:

• How do you back up your documents?

• Do assigned workers have secure access to

specific documents anywhere, anytime?

• Can you effectively manage the information that

people can and can’t see?

www.rdt-osg.com enquiries@rdt-osg.com0344 264 0791

Fine tune your print and document workflow engines with a free MOT

Print and document workflows drive along your network. They are a key part of how you get your work done. Even so, many businesses remain unaware of exactly how much time and resources are directed towards them.

Find out with a print and document MOT from RDT. We won’t just look under the hood of your print setup. We’ll analyse all of your document related processes.

Our customers are happy. They’re very happy. 95% tell us they love us. And we’re confident you will too. That’s because, after their print and document MOT, they enjoy:

• A reduction in print and document workflow costs by up to and over 50% a year

• Increased print, document, process and workplace productivity

• Automated device maintenance and consumables replenishment

• A digitisation and automation of paper-intensive tasks

• An unburdened in-house IT team

• One point of contact for all consumables, service and billing enquiries

• Continual process improvements

A ready to roll customised strategy will emerge

Productivity through process Make your workflow

Connect your business Make print work

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