Do not let print go out of control

We are accustomed to taking print as a matter of course. At home, often due to low volumes, change the cartridges from time to time and buy more paper. At work, if there is no strict policy from the IT department or management, print anything and in any quantities.

However, it is important for managers to understand that the seal in the organization is a monster. And if he is not tamed, he can “mutilate” the organization’s budget quite a lot.

Is everything serious?

Yes. Managing the infrastructure and printing processes in an organization is a task that requires a lot of resources, time, and most importantly, control.

According to statistics, the creation of printed documents is one of the largest items of expenditure and can "eat off" up to 3% of the total profit of the organization. On average in the market, about 700,000 rubles are spent by organizations per employee per year, not counting the costs of external printing services.

It is important that many managers and specialists do not understand what kind of "monster" they feed, that is, they do not know how much the press costs. This is because visible costs, on average, make up only 20% of the total, and most of the costs are hidden costs, as industry experts call them.

However, some companies still do not audit print management or close their eyes to this problem. There is not enough time, staff or experience to effectively track the processes in the printing environment or to manage it. The reasons may be different.

In whatever difficult situation from the point of view of printing your company is, the solutions of the managed printing service MPS and the solution of Canon's Discovery Assessment are ready to help.

Stage 1: Introductory Audit and Evaluation

Before declaring war against hidden costs, it is worth knowing what you are actually fighting with. To understand what improvements can be achieved and how you can save money, you need a clear understanding of the existing printing infrastructure and all processes that affect the cost of printing.

This can help you free service Discovery Assessment. It provides an impartial, comprehensive analysis of the existing printing infrastructure, and its use, and also offers options for improvement.

It is noteworthy, but most infrastructure analysis services take into account only the basic quantitative data of the fleet of devices. Canon’s Discovery Assessment, in turn, thanks to (unique to the market for such services) a combination of network scanning results and a web survey of end users, takes into account quality information about users ’needs and habits when printing. This will allow you to make a much more complete picture of the press in your organization.

Having integrated specialized software into your internal network that analyzes all printers using the SNMP protocol, in a month our specialists will be ready to provide you with a detailed report. It is important to note that, unlike many other analogues, this software analyzes even those printers that are connected directly to a computer via USB.

The report includes recommendations for improving processes and reducing costs for each specific situation. You get a clearly structured basis for making decisions on optimization, which gives you the opportunity to take control of the situation and engage stakeholders.

Considering that the scale and situation with printing processes in companies may be different, we also offer a more detailed review service and analysis of the current situation - Advanced Discovery Assessment. It provides the possibility of constructing a schematic plan to display the location of devices and the full cost of ownership. The service provides customized recommendations for cost savings and increased productivity.

Stage 2: Design

After you take a sober look at the situation in your company and decide to optimize your fleet of printing devices, you can use Canon’s individual offer, MPS managed printing services.

Based on the audit data, our solutions, business, and service design specialists, together with your company's representatives, will create a service architecture to optimize the print environment to fit all your goals and objectives.

We will be engaged in the selection of the most suitable hardware, software products and services necessary to achieve measurable benefits in the long term.

It is worth noting that the MPS service itself is of a general flexible nature. Depending on the requirements of your organization, we can:

At the same time, we are ready not only to discuss and work with you to develop service agreements before the introduction of new systems to achieve new targets, but also to dive into all phases of project management.

Stage 3. Implementation

Changes in the organization - it is always stress for both those responsible and ordinary employees. To minimize the negative effect, we will not only manage all stages of implementation, but also train and interact with the staff of your organization.

And it is not just words. Our MPS implementation specialists will help your organization's employees adapt to change — in person, via intranet, and email. This, as well as a detailed training program (including personal), will help them quickly get used to changing conditions and acquire new “healthy” printing habits.

In parallel with this, the software will be introduced, as well as the replacement / installation of new equipment. All actions will be designed and planned so as to minimize interference with the work of the organization.

Stage 4. Support and management

The MPS solution implies that during the entire cycle of using our services we will support and manage the fleet of your devices (including third-party devices), taking into account the current and future needs of your organization. All protocols, procedures, information sharing and permissions for the provision of services for moving, adding or modifying software and hardware at the facility as required will be coordinated and fully documented in appendices to your service contracts and in the version control MPS manual.

The help and advice of our specialists will also be available to you throughout the entire cycle. Moreover, a single point of contact will be attached to your organization, to which you and your employees will always be able to contact all matters related to printing, consumables and maintenance.

We will always be ready to train your staff in crisis management and independently control the emergence of new problems related to printing. And, which is especially valuable for large companies with an extensive fleet of printing devices, we are ready to provide our own specialists for the permanent maintenance of devices at the facility.

Regarding the cost of printing and maintenance of the fleet of devices, we will help you reduce operating costs by automating the reading of meter readings and ordering supplies. We will also be able, either continuously or on a separate request, to form reporting on the loading of the equipment fleet (printing and scanning) so that you can identify your “problem areas” and more efficiently optimize printing processes.

Stage 5. Evaluation

Unlike some competing managed print solutions, Canon’s solution includes an assessment. It is necessary for the adjustment and optimization of the solution offered by us, at the stage of transition and implementation, due to the dynamically changing external and internal environment.

Evaluation involves continuous interaction with your personal manager, including the conduct of review meetings, as well as the provision of management reports. In addition to device usage data, it also includes information on service delivery, asset management (including MAC), continuous service improvement (CSI), and trends.

By the way, the CSI service will help bring our existing and future services in line with the current and future strategic needs of your organization and your IT processes.


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