Having helped many organizations implement Managed Output Strategies (MOS) we have developed a streamlined process to achieve maximum benefits in the shortest amount of time.
1. Set Project Objectives
Successful projects begin with a vision for the destination. The first step is to set objectives for the MOS.
Align With Corporate Business Objectives
It is important that the strategy align with the overall business strategy. One company may have a corporate initiative to reduce overhead expenses by x% while another company may be focused on rolling out a consistent professional image. MOS could serve both of these needs, however, the implementation would be different.
Establish Project Goals
With the overall company objectives in mind, goals for the MOS can be set. Common goals include:
- Establish central controls to measure and manage costs
- Consolidate vendors
- Reduce the risk of supply theft
- Enhance end-user productivity and satisfaction
- Free up IT resources to focus on core company initiatives
- Implement cost allocation and control systems
2. Create a Cost Consensus
Next, a baseline for current costs must be established. This discovery process reveals the starting place for the project. This involves a number of defined steps:
Initial Fleet Usage Measurement
What printers, copiers and fax machines do you have in your organization? What is their monthly volume? We help you quickly determine the answer to these questions with non-invasive software we call the Data Collection Agent(DCA). This software quickly locates all of the output devices on your network, creating a useful inventory of devices. It also pulls key usage data from the devices such as the age of the device total number of prints on the system. (Note: The DCA only surveys device information and not the content of actual print jobs, maintaining your security.)
Now that all of the devices are discovered, the next question is where are the devices located? This is accomplished by a quick walk through of your facilities. During the walk through, each system can be mapped to your floor plan. A quick inspection of each device also determines the condition of the system.
End User Interviews
How do people use the devices? This is a critical step. You would not want to end up hurting productivity as a side result of cutting costs. Similarly, if there were ways that productivity could be increased, you would want to know too. We learn this by interviewing key end users.
Final Usage Measurement
The last step is to take a second usage measurement. This allows us to see the actual usage of the devices over a period of time such as two weeks or a month. This information can be formatted to determine average monthly usage counts for each device.
Cost and Issue Consensus
With all of the above information in hand, we work to determine the Total Cost of Ownership (TCO) of your document output. This can be done by multiplying your usage by industry average supply costs from big box office supply stores. Or, we can create a more accurate TCO measurement by using your actual invoices. The end result is a TCO consensus that we mutually agree on. Similarly, we work together to develop consensus on the most important end user and device issues. This forms the baseline for future improvements.
3. Develop a Path for Improvement
With the final destination in mind from step one and the current situation understood from step 2, the next job is to develop a path for improvement.
Identify Key Improvement Opportunities
We look for areas that can create a fast return on investment. These might include:
- Systems with a high cost of operation located in high usage areas
- Unsecured or unmanaged printer supply cabinets
- High numbers of device types
- Departments and users with printing issues
Create Actionable Items
Next, we create recommended actions to improve your output fleet and reduce costs.
Develop a Prioritized Implementation Plan
While it would be nice to immediately realize all of the benefits of a MOS, the reality is that most environments want to phase in the benefits over a period of time. Top priorities can be implemented first. Then, additional items can be rolled out as appropriate.
4. Continually Improve
Needs evolve. Many companies choose to set up an quarterly or semi-annual meeting with their output provider to review progress and roll out additional phases of the MOS. Reports from the print monitoring software can be used to identify usage trends, spotlight problem devices and measure program effectiveness.
Contact us today to learn more about how One Print Solutions can help you get started.