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Reduce Costs Through Printer Consolidation

Safely confront IT’s third rail.

  • Very few organizations have an aggregate view of their printing costs.
  • Not surprisingly, printing has become a large hidden and uncontrollable IT expense.
  • Getting buy-in to control printing costs and consolidate printers is tricky, with pushback from end users and senior management.

Our Advice

Critical Insight

  • Discovering how much the company is currently spending on printing is the first step to achieving management buy-in for printer consolidation.
  • Visible management support is important to help drive a printing-aware culture.
  • Simply changing your managed print services pay model can result in large cost savings.

Impact and Result

  • Determine your current printing costs to justify a printer consolidation project to senior management and obtain visible buy-in.
  • Consolidate your printers and re-assess your managed print service model to reduce printing costs.

Reduce Costs Through Printer Consolidation Research & Tools

1. Assess the current state

Determine current printing costs and printing behavior across the organization.

2. Define printing requirements

Understand end-user needs and provide a solution that meets those needs.

3. Make the case

Gain management support for printer consolidation and structure the project.

4. Develop a print strategy

Create an actionable short-term and long-term plan for printer consolidation.

5. Implement the action plan

Successfully consolidate printers and impact the printing culture.

6. Measure project success

Track project success and ensure that the vendor and solution are meeting expectations.

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Sheridan College Institute Of Technology And Advanced Learning

Guided Implementation




Workshop: Reduce Costs Through Printer Consolidation

Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Assess the Current State

The Purpose

  • Understand current printing wastage and costs.

Key Benefits Achieved

  • Ability to articulate current printing costs and behavior.




Inventory your printer fleet

  • Printer fleet inventory

Calculate and analyze your printing costs

  • Current printing costs

Examine current organizational printing behavior

  • Analysis of printing by department

Module 2: Define Printing Requirements

The Purpose

  • Understand the needs of your end users to provide a sufficient printing solution.

Key Benefits Achieved

  • Ability to develop a printing solution that will meet end-user requirements.




Identify current requirements

  • End-user survey results

Identify future requirements


Examine mobile printing requirements


Examine VDI printing considerations


Examine industry-specific printing requirements

  • Printer requirements

Module 3: Make the Case for Printer Consolidation

The Purpose

  • Select a managed print service option and validate the financial case.
  • Gain management support for the printer consolidation project.
  • Structure the project.

Key Benefits Achieved

  • A financial and non-financial analysis of project benefits.
  • Tips to overcome management pushback.
  • A structured project that is more likely to succeed.




Develop a financial business case for printer consolidation


Select a managed print service model


Develop the non-financial business case for printer consolidation


Assign project responsibilities


Assign project success metrics

  • Printer Consolidation Business Case

Module 4: Develop a Print Strategy

The Purpose

  • Develop a short-term and long-term print strategy and action plan.

Key Benefits Achieved

  • An action plan that addresses end-user needs and concerns and integrates with your existing systems.
  • Selected vendor.




Develop a short-term plan


Decide which printers to eliminate and consolidate


Develop a long-term plan

  • Printer Consolidation Action Plan

Develop an RFP

  • RFP

Score RFP responses

  • RFP Scoring Tool

Module 5: Implement the Action Plan

The Purpose

  • Successfully execute the action plan.

Key Benefits Achieved

  • Execution tips that address common challenges.




Conduct a stakeholder analysis

  • Stakeholder analysis

Modify printer policies to develop a cost-conscious printing culture

  • Printing policies

Integrate mobile into the overall printing strategy and business processes


Develop a printer configuration item record

  • Printer configuration item record

Module 6: Measure Project Success

The Purpose

  • Track your project success and ensure that your vendor and solution are meeting expectations.

Key Benefits Achieved

  • Project success metrics.




Re-administer the end-user survey to monitor printer and vendor performance

  • End-user survey results

Measure project success

  • Project success metrics

About Info-Tech

Info-Tech Research Group is the world’s fastest-growing information technology research and advisory company, proudly serving over 30,000 IT professionals.

We produce unbiased and highly relevant research to help CIOs and IT leaders make strategic, timely, and well-informed decisions. We partner closely with IT teams to provide everything they need, from actionable tools to analyst guidance, ensuring they deliver measurable results for their organizations.

What Is a Blueprint?

A blueprint is designed to be a roadmap, containing a methodology and the tools and templates you need to solve your IT problems.

Each blueprint can be accompanied by a Guided Implementation that provides you access to our world-class analysts to help you get through the project.

Safely confront IT’s third rail.

Need Extra Help?
Speak With An Analyst

Get the help you need in this 4-phase advisory process. You'll receive 10 touchpoints with our researchers, all included in your membership.

Guided Implementation #1 - Understand and visualize your printer usage
  • Call #1 - Review your printer inventory
  • Call #2 - Understand your current printing costs and usage

Guided Implementation #2 - Define your printing requirements
  • Call #1 - Review your user survey results and identify your requirements
  • Call #2 - Weigh the benefits of managed print services

Guided Implementation #3 - Develop your business case and action plan
  • Call #1 - Review the business case
  • Call #2 - Review your action plan
  • Call #3 - Review the RFP
  • Call #4 - Create a shortlist of candidates

Guided Implementation #4 - Implement the plan and manage the vendor
  • Call #1 - Tackle end-user resistance and implement your new printer strategy
  • Call #2 - Measure project success


Darin Stahl

Margaret Hao

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