Managed Print & MFD Advisory Services
Agile working – the new normal?
It’s a new world and things are never going to be quite the same as we get back to “normal working” post Covid.
Business leaders need to think about which roles they absolutely need to have in the office, and plan accordingly. It is expected, for instance, that facilities teams will be returning to work first, followed closely by IT teams. And the workplace that those employees will be settling back into won’t look the same as the one they left a few months ago.
The existing hardware employees utilised to support their work, such as printers and Multi Functional Devices (MFD’s), won’t be deployed or used on the floors in the same way; and neither will the contracts that underpin them.
When supporting a client through a Print Services review, extra emphasis needs to be put on:
- right-sizing your current MFD / printer estate and associated costs in light of agile working
- renegotiation of existing (long term) print contracts. Don’t feel trapped with a contract shaped to a world we no longer inhabit, and a service you no longer need.
- enabling remote workers with creative and secure print solutions
- accelerating the digitalisation journey to paperless / paperlight
- business continuity planning from a print and hard copy perspective
- assessing the opportunity to streamline manual processes with workflow solutions.
We will provide guidance and best practice methodologies to help support your firm along this journey.
Providing a unique, independent and unbiased approach to ensure that a firm wishing to implement a Print Service review gets the right solution to meet their specific requirements.
- help you understand your current position and define your requirements
- support the procurement of the Print Service including supplier selection
- lead the deployment using project and change management expertise
- assist with on-going contract management and continual service improvement.
We consider all elements of your printing eco-system.
How We Support You
Go to Tender: Request For Pricing (RFP) Assistance
A Print Review RFP needs reflect the requirements of your business, and offer the supplier the opportunity to be creative in their approach. Nobody wants 5 identical responses.
The RFP will be based on a combination of your requirements along with our extensive knowledge of Print Services.
To understand requirements, we will run a series of facilitated stakeholder workshops to define need at several levels:
- end user
We have developed a standard RFP structure that covers hardware, software and services (including SLAs) and clearly articulates requirements to suppliers.
This standard structure will be updated and modified based on your specific requirements.
What We Deliver
Print Strategy & Policy
In our experience, many organisations that implement a Print Strategy often implement just a simple print output Policy. In our view, the Print Strategy defines what the organisation wants to achieve whereas policies define how to deliver the strategy. Both are required and they are linked but have a different purpose and content.
A Print Strategy will:
- define top level themes
- define Strategic, Operational and Business Unit objectives
- define action areas
- recommend supporting Policies.
Policies will include:
- fleet Design – key to optimised fleet design
- print Management – print server and driver configuration
- security requirements such as print release
- output defaults – device and driver setup e.g. default duplex & mono
- cost recovery and other industry specific applications if appropriate.
The Print Strategy and Policies will be critical to supporting the final Print Service design.
Bespoke Service Design
Service Design Package
Service design will build on the requirements documented in the RFP. It will take core definitions and expand them to create a more detailed description of all products and services.
In previous engagements we have used 3 related work streams:
- fleet Design – focusing on the optimised fleet of print devices
- IT infrastructure design – focusing on the IT requirements to support the Print Service
- service design – focusing on the definition of all services included in the Print Service and will cover Service Transition and Service Operation processes.
To support the development of the designs, we would propose to use both facilitated workshops (including input from RFP and Print Strategy workshops) along with individual meetings with key stakeholders and suppliers. We would plan to take an iterative approach and share designs at each stage for comments/suggestions.
Mansoor Rahaman | Head of IT for Europe | Kennedy Wilson
- to source a single supplier model to cover all the geographies (London, Dublin, Madrid and Jersey)
- to reduce costs associated with print (service / cost per page/ acquisition)
- to investigate any opportunities for secure print release (card / PIN).
Paul worked closely with Kennedy Wilson, and the suppliers, to make sure the challenges were met. We also received the added benefits of:
- consistent Service Level Agreement across all geographies
- pricing parity across all geographies covering acquisition and service costs along with consumable items
- consistent catalogue / fleet of devices
Paul is totally professional and a pleasure to work with. He more than delivered on the challenge we had, and I would thoroughly recommend him.
Paul B Brown | Procurement Director | Iron Mountain
To find a single European print supplier that would provide:
- a fixed cost contract
- a reduction in devices quantities
- a path to continuous improvement.
Paul worked closely with my procurement leader and our tender panel team to provide:
- a precision like focus on our objectives.
I am delighted to say that the programme was executed excellently and all of our objectives were met.
I already had first rate procurement expertise within my team. What I needed to augment was deep market knowledge and insights in the Print Services world. The programme would impact and be implemented across tens of countries within the EMEA region. Paul fitted precisely what I was looking for; a trusted advisor with a practical way of making sure we could capitalise on the right models and avoid potential pitfalls. I would thoroughly recommend Paul to anyone who is looking at undertaking a Print Services Review.