Printers don't print, people do

Printers don’t print, people do

Tracey Rawling Church

And Stewart Dudding

Kyocera Document Solutions

2

Define the problem

Consider the impact on your organisation

Explore solutions

Declaring war on waste

3

The paperless office?

4

WASTE IS SYSTEMIC

The average UK office worker goes through as

many as 6,000 sheets of paper per year Or 25 sheets per day

For each office worker 3720 (62%) of

these sheets of paper are wasted or

unnecessary

1140 sheets could be

printed double-sided

900 sheets could be read on

screen instead

660 are printed

for proof-reading

300 sheets are left

forgotten on the printer

300 sheets are the

wrong documents

420 sheets are

unnecessary duplicates

5

It’s not just about the trees …

Paper manufacture consumes water, oil and energy – and so does recycling paper!

KYOCERA - PIONEERING SUSTAINABLE PRINTING SINCE 1992

Figures based on independent analysis by : Druckerchannel.de,

Aston University, Best Foot Forward and TCP Global

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Conventional cartridge

Kyocera consumable

Waste by volume Down 90%

Energy consumption Down 28%

Consumables carbon footprint Down 55%

Consumables cost Down 50%

EVEN WITH RESOURCE-EFFICIENT DESIGN, THE USE PHASE ACCOUNTS FOR THE MAJORITY OF CO2 EMISSIONS (EXCL. PAPER!)

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537

56 18

1399

7 0

200

400

600

800

1000

1200

1400

1600

Raw materialManufacturing

ProductManufacturing

Transport Use Discarding

(kg

-CO

2)

Life stage

Global Warming (kg-CO2 equivalent)

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IT’S NOT ALL BAD NEWS . . .

4%

10%

36%

30%

18%

Increased alot

Increased alittle

Stayed thesame

Decreased alittle

Decreased alot

14% increased

48% decreased

There has been a net decrease in printing over the last 12 months, nearly half of office workers

having decreased their levels of printing

2010 37%

2010 22%

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Inconvenient truths

Most organisations have no idea

how many printers they have or

how many pages they print

Device:user ratios in some

organisations are more than 1:1

THE PRINTER TIME TRAP

10% or less 34%

11-20% 24%

21-30% 24%

31-50% 13%

51%-100% 5%

Mean: 21% 80% (71% 2010)

of IT Managers think that

the efficiency of their

printing could be improved

2010

Mean: 34%

Time devoted to supporting printers and other document systems is on the way down, but a fifth of IT

departments’ time is still devoted to supporting printers, and level of concern is growing

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MDS CAN DELIVER …

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ECOLOGY IS ECONOMY

Resource efficiency delivers on both financial and environmental goals

Driving behaviour change

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Responsibility for purchasing

printers, mfps, consumables often

lies with different individuals

Hardware is only part of the

problem – real innovation focuses

on business processes

Invitations to tender are usually

written in a device-centric fashion

which makes it impossible for

vendors to propose more

innovative solutions

User engagement is neglected

BARRIERS

3 STEPS TO BRING YOUR USERS ON BOARD, SLASH

YOUR IMAGING COSTS AND CREATE A SUSTAINABLE,

FLEXIBLE ENVIRONMENT FOR THE FUTURE

All too often print is thought of as a hardware centric proposition, this misses

the point completely…

People and business processes create output. The hardware is just the final

step!

We will turn this hardware centric approach on its head…

…and in 3 steps take you from getting a handle on your hardware…

…to delivering a cutting edge user and process centric solution.

THE PREMISE…

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STEP 1 – BASIC PRINT SERVICE

Define a “Print Policy”.

Use that policy to inform your “Design Brief”.

Then, optimise…

90%+ of available printers, copiers and multi-functional devices have a

“recommended monthly volume” or “RMV”.

When a device prints at it’s RMV, it suffers the fewest faults, consumes the least

power per page and achieves the lowest total cost of ownership.

Therefore your solution should be designed around your design brief, with the aim to

ensure every device is used at it’s RMV.

Sounds simple? In our experience more than 80% of the clients we talk to do

not have a useful print policy and have never considered RMV when selecting

hardware.

18 KYOCERA Document Solutions UK Ltd. | 01/11/2012

STEP 1 – BASIC PRINT SERVICE

FTSE 100 Insurer.

6,000 users…

…3,000+ devices!

3 major blue chip system integrators with differing but interlinked

responsibilities for imaging and related infrastructure.

A new print policy and CEO level sponsorship ensured all parties could aim for

a common goal with minimal political interference.

After careful due diligence and communication a new system was designed

with only 300 devices, “print anywhere” functionality and well informed users.

A operational expenditure model minimised capital outlay and ensured a very

swift ROI (less than 1 quarter).

Their annual print budget dropped from £1.5m to £0.5m and continues to drop.


STEP 1 – REFERENCE

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STEP 2 – MANAGED PRINT SERVICE

So you have the right hardware for the job on day 1…

…but will it still be as effective in 3 months time?

…how about in 3 years time? Or longer!

A Managed Service should:

Give you the tools to control user behaviour and enforce your Document Security /

Print Policy.

Capture useful Management Information to allow for fact based decisions.

Involve regular (quarterly is a minimum) reviews of the estate at which improvements

can be proposed, agreed and implemented.

This could be simple things like load balancing, or more complex initiatives such as

training and change management.

Your managed service partner should give you more than just data, they should give

you analysis and recommendations.


STEP 2 – MANAGED PRINT SERVICE

A blue chip system integrator selected Kyocera for what it defined it’s Phase 2

Managed Print Service.

We implemented a secure release system…

…Rules Based Printing, remote monitoring and…

…consultant level carbon tracking!

This firm already tracks and reports on the carbon impact of their car travel, so

doing the same for print was a “no brainer”.

The data is reported at a department level and is key to seeing their volume

(and car miles) drop, but also to improving the wider print culture.

An example of using Management Information effectively.

This customer saved almost 50% on day 1 and is seeing their output volume

drop consistently as the improved print culture percolates through the offices…



STEP 3 – MANAGED DOCUMENT SERVICE

So your hardware is optimised and you have the support and controls to

ensure it stays that way.

We have now answered the “how can I print more effectively?” question…

…the next question is “why am I printing at all!?”.

A Managed Document Service (MDS) will review your core business

processes and evaluate why, when and how documents are printed.

Some of our MDS clients now have “email quotas” which limit user output.

Most had inefficient workflows that we were able to automate and digitise (i.e.

hard copy filing, DMS integration and invoicing).

Approaching “print” with a user/process centric mind set can deliver significant

reductions in volume and deliver a more efficient and reliable set of document

imaging processes.


STEP 3 – MANAGED DOCUMENT SERVICE

A global stock exchange only implemented a “step 1” BPS, but fortunately

agreed to a workflow study to seek out “wasteful processes”.

One process in particular involved scanning stock transfer forms into a

computer then importing each file into an archiving solution using traditional flat

bed scanners and the manual entry of the required client data.

The process was slow (average of 7 minutes per transfer), wasteful and prone

to error thanks to the manual steps required.

Utilising their new multi-functional hardware, zonal bar code scanning and

some workflow software…

…users can now scan batches of 200 transfer packs at the touch of a button

(single step process), with an average turn-around time of less than 10

seconds per transfer and a significantly reduced chance of errors.

The time saved over a year justified a restructure of that team that allowed 2 of

the 6 person team to focus on further cost saving projects.



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BEYOND…

Shared services will deliver shared costs. Why host your own individual

Managed Document Service when you could securely share with other like-

minded organisations?

Printing from mobile devices is becoming the norm, but what about scanning to

them?

Most mobile devices afford users the mobility of a hard copy, but can store far more

data.

For the Ipad generation, why should hard copies of documents leave their

organisation of origin?

Are you at Step 1, 2, 3 or beyond?

Right-sizing your document imaging approach, managing it effectively and

engaging your users can deliver cost reductions of up to 70%. Can you afford

not to?


BEYOND…

ANY QUESTIONS?

www.kyoceradocumentsolutions.co.uk

www.twitter.com/KYOCERADUK

www.twitter.com/TraceyRC

http://www.kyoceradocumentsolutions.co.uk/

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Printers don't print, people do