Aug 21, 2007
Hot Summer Savings!
By Pete Basiliere
As a high volume transaction output printer, you know how many transaction documents you generate. But do you know how many documents the rest of your company produces?
The quick answer that others may give is “How should I know? That’s not my responsibility.” That quip is what separates managers who are narrowly focused and of limited value to their company from you and others who see the big picture and are willing to contribute to company growth in any way they can.
Every enterprise generates tons (literally) of office printing, copying and faxing. Gartner research, however, has found that few companies are actually taking stock of office equipment, usage and spending. Yet, those who actively manage their office print environment save from 10% to 30%!
So how can you support the rest of your company’s efforts to manage office print? First, recognize your hardware and software knowledge can be applied to the office print situation. Second, take advantage of the fact you are very likely either a part of the IT organization that manages the office print network or the facilities management organization responsible for the printers, copiers and fax machines. Make sure your management team knows the expertise you bring to production print is transferable to the office environment.
Next, prepare a project proposal incorporating these key steps:
1. Conduct an office print assessment---Develop complete and solid information about the office print, copy, fax and scanning needs
2. Set goals for the future environment---"Right size" the fleet with the most appropriate and cost-effective equipment suite for the office users’ near- and short-term requirements
3. Purchase or lease complementary equipment---Involve users and the IT, facilities management and purchasing departments not only to ensure you have the correct mix of equipment but also to negotiate the best deal possible
4. Sustain the optimized environment---Develop a plan to regularly monitor the actual deployment, equipment usage and capital and supply spending.
When it comes to optimizing office print, Gartner research has found the best results occur when the various stakeholders collaborate. Although teams comprised of IT and other stakeholders can be unwieldy, they enable you to divide decision-making and implementation according to expertise.
Regardless of how well organized, many companies encounter numerous hurdles. Schedules slip and frustration sets in. Ken Weilerstein, Gartner’s vice president for research – print markets and management, will be providing practical insight at this year’s Print and Imaging Summit on several issues including:
- How to prevent project teams from going around in circles
- How to make your office printing policy stick
- What you can and cannot do to have people print fewer pages, and
- How to deal with the top three contract problems
The high volume production print managers I know not only have incredible expertise but are also very willing to share their knowledge. Regardless of your role in the production print environment, become an advocate not just for saving money but also for enabling your company’s office workers to be as productive as they can be.
Join Pete at Gartner's
Print & Imaging Summit, Dec. 2-4, 2007
It’s a whole new world for office and production printing. Those who forge ahead and gain new expertise in today’s breakthrough technologies will play a leading role in their organizations. Those who delay will be left behind.
In December 2007, the world-renowned Gartner print and imaging analyst team will show you how to gain a front-runner advantage. Together, you will explore the exciting convergence of new technologies and strategies that are radically transforming the once-staid print environment into leading-edge profit center.
Visit www.print-imagingsummit.com for details on how to attend or sponsor the Summit.
About Pete Basiliere
Pete Basiliere is Gartner’s research director for print markets and management, conducting research and providing insight on production print and mail systems and applications including best practices, market strategies and technology trends. Mr. Basiliere assists suppliers and end users with practical advice relating to Gartner's Automated Document Facility (ADF 2.0) and customer relationship management (CRM) printing concepts as well as production print and mail operations and security matters. He has spoken at numerous industry events including the On Demand Conference, the GATF Technology Alert Conference and Gartner’s Print and Imaging Summit.
Mr. Basiliere has 30 years of printing and direct mail experience in operations, engineering, customer service and purchasing management, having worked for Liberty Mutual Insurance Company, NEBS, PVA-EPVA, John Harland Company and others. The National Association for Print Leadership (NAPL) published his two books: Diversifying with Mail and Fulfillment Services: Unlocking Hidden Profit Potential and Successful Print Buying: A Guide to the Cost-Effective Procurement of Printing.