Who is the Ideal MPS Client?
Virtually any organization that deals with paper would benefit from outsourcing their printing services. Gartner research shows that actively managing office printing can reduce operating expenses by between 10 and 30 percent. Reducing the density of ink or toner alone by 10 to 20 percent would result in per-page savings of 5 to 10 percent, or up to $10 per user per month. A 1,000-person organization would cut up to 1.6 million printed pages from their operation with MPS, a saving of $33,500 or more. However, there are some types of companies that would see immediate returns and are the most likely candidates to buy Managed Print Services.
Target Paper and Paperless Processes Logically, organizations that consume more paper are better candidates for MPS savings. Paper-intensive professional service businesses such as law offices, accounting firms, ad agencies, and marketing firms are prime candidates for MPS. And then there are manufacturing and other companies that deal with paper invoices and paper processes. And what about offering managed printing for operations with business-critical paperwork, such as financial institutions, investment firms, and health-care organizations?
Any organization can be a candidate for MPS, especially if they:
a) Operate with paper-driven workflow processes; b) Need to file and track large amounts of paper documents; and c) Are concerned with security and regulatory compliance.
The more critical paper is to business processes, the more valuable MPS can be. For example, organizations that have to maintain secure paper documents and deal with regulatory issues, such as HIPAA or Sarbanes-Oxley, can benefit from MPS in multiple ways:
• Secure paper processing using MPS.
• Secure document storage on-premises of off-premises.
• Digitization of sensitive documents for archiving and eDiscovery.
Performing a needs-assessment for the prospective customers is a good way to understand their business challenges and how MPS can be of benefit.
The Need for C-Level Support In most organizations, print operations and budgets are managed at the departmental level. Printer hardware, paper, toner, and ink are included in the departmental budget, although it often falls to the IT department to deal with maintenance and out of-the-ordinary issues. Managed Print Services are typically purchased on a corporate level, spanning an entire organization to realize economies of scale. To successfully sell MPS benefits you need to find an executive advocate.
A study by Aberdeen Group shows that even though MPS can save the organization as much as 30 percent of its operating budget, only 38 percent of organizations see MPS as “high value.” With senior management support, it will be easier to get the organization to embrace MPS as a business-critical service that has a direct positive impact on every department’s budget.
Keeping It Green And then there are the environmental benefits. Adopting MPS is ideal for companies concerned about their environmental impact. The ability to demonstrate waste reduction and a reduction in the company’s carbon footprint are compelling arguments for executives who want to show environmental responsibility.
With MPS customers can monitor company-wide device usage and supply consumption. They also can see metrics that demonstrate energy savings, the resources conserved, reduction in wasted paper and materials, and responsible disposal and recycling of supplies and outdated equipment.
Of course, there is nothing like a good argument for return on investment to justify making a positive environmental impact.