Reduce Costs Through Printer Consolidation

Safely confront IT’s third rail.

Onsite Workshop

Organizations that do not overcome the barriers to printer consolidation face:

  • A large hidden expense that eats into IT’s budget.
  • Lack of knowledge of printing costs, with the inability to measure or manage them.

A successful printer consolidation project will:

  • Reduce organizational printing costs and overall IT costs.
  • Improve end-user satisfaction.
  • Enable the organization to continue managing printing costs.

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.

Activities: Outputs:
1.1 Inventory your printer fleet
  • Printer fleet inventory
1.2 Calculate and analyze your printing costs
  • Current printing costs
1.3 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.

Activities: Outputs:
2.1 Identify current requirements
  • End-user survey results
2.2 Identify future requirements
2.3 Examine mobile printing requirements
2.4 Examine VDI printing considerations
2.5 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.

Activities: Outputs:
3.1 Develop a financial business case for printer consolidation
3.2 Select a managed print service model
3.3 Develop the non-financial business case for printer consolidation
3.4 Assign project responsibilities
3.5 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.

Activities: Outputs:
4.1 Develop a short-term plan
4.2 Decide which printers to eliminate and consolidate
4.3 Develop a long-term plan
  • Printer Consolidation Action Plan
4.4 Develop an RFP
  • RFP
4.5 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.

Activities: Outputs:
5.1 Conduct a stakeholder analysis
  • Stakeholder analysis
5.2 Modify printer policies to develop a cost-conscious printing culture
  • Printing policies
5.3 Integrate mobile into the overall printing strategy and business processes
5.4 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.

Activities: Outputs:
6.1 Re-administer the end-user survey to monitor printer and vendor performance
  • End-user survey results
6.2 Measure project success
  • Project success metrics

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Onsite 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 onsite delivery of our Project Workshops. We take you through every phase of your project and ensure that you have a road map in place to complete your project successfully.

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