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 |
|
1.2 | Calculate and analyze your printing costs |
|
1.3 | Examine current organizational printing behavior |
|
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 |
|
2.2 | Identify future requirements |
|
2.3 | Examine mobile printing requirements |
|
2.4 | Examine VDI printing considerations |
|
2.5 | Examine industry-specific printing 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 |
|
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 |
|
4.4 | Develop an RFP |
|
4.5 | Score RFP responses |
|
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 |
|
5.2 | Modify printer policies to develop a cost-conscious printing culture |
|
5.3 | Integrate mobile into the overall printing strategy and business processes |
|
5.4 | Develop a 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 |
|
6.2 | Measure project success |
|