TECHBRIEFING: THE BUSINESS BENEFITS OF HP S BALANCED DEPLOYMENT TECHBRIEFING THE BUSINESS BENEFITS OF HP S BALANCED DEPLOYMENT

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1 1 TECHBRIEFING THE BUSINESS BENEFITS OF HP S BALANCED DEPLOYMENT To remain competitive businesses are regularly required to update their IT infrastructure. However, the need to update an enterprise s print and document distribution environment as part of a holistic approach to workplace productivity is frequently neglected. Just as enterprises spend time studying and managing networks, applications, storage and servers, so too should printer and copier fleets be optimised. Problems from outdated printer fleets Over time, a lack of coordinated management of printer infrastructure can incur high costs for enterprises it s often a shock for CIOs to learn that print spend is typically 1-3% of an organisation s revenue. $200 IDC research has shown hardware costs (maintenance, IT support, expensive spare parts and supplies associated with aged models) are between 0.1% and 0.2% of total company revenues IDC also suggests that a firm with employees is paying $200+ per employee in direct hardcopy costs alone Photizo Group analytics found that 10% of the typical IT staff workload in an unmanaged environment is print support There is also substantial paper wastage, with an average of about 5% of a company s annual revenue spent on document costs, according to IDC The flow-on effects to employee productivity due to frequent device downtime and inefficient document workflows significant; with the average worker spending 150 hours per year seeking incorrectly filed documents, according to PWC.

2 2 A new managed solution To achieve cost savings, boost employee productivity, and derive business process workflow benefits, companies can assesses the printing environment and deliver a new balanced deployment scheme. This includes optimal deployment, and remote management, of devices. This can increase your rate of return on infrastructure investment by tracking activity by device, user, and department. By mapping out device usage, it is possible to determine who needs what services, where and when, then deploy devices exactly where appropriate to replace centralised older printers. As well as better document quality and output speed, this prevents bottlenecks that lead to downtime, lost documents, paper wastage and security problems. In addition, standardising print infrastructure lowers inventory cost and help to solidify IT policies enterprise-wide, while presenting the opportunity to strategically outsource printer management. Services such as HP Managed Print Services let businesses rely on the expertise of the vendor that designed and manufactured the devices, reduce device numbers and free up capital, allowing IT departments to pursue other business priorities. Services like HP Web Jetadmin are also useful for remote diagnostics, remote problem resolutions and remote device firmware/patch updates.

3 3 Update ageing infrastructure No competitive business would be caught dead with outdated computing technology, yet archaic printers are left to unleash disorder among the workforce. IDC research found that enterprises can achieve a 30% reduction in energy consumption and 20% reduction in toner consumption by upgrading products. In a bid to keep pace with business demands, balanced deployment means businesses can do away with high-maintenance, outdated devices that can t support scan-to functionality, private print, wireless and colour printing, as well as mobile devices and enhanced security. As organisations embrace mobility, new machines by HP enable printing from tablets, smartphones and laptops, both within and outside the office. HP touch-to-print is a near field communication (NFC) technology that establishes a wireless direct connection when users touch their mobile devices to the printer s NFC antenna. Users open a document; touch the printer with the NFC-enabled mobile device; and print. HP has also been working closely with mobile manufacturers to integrate printing support into operating systems, and now offers the broadest support for embedded print functionality across different devices, as well as apps and software such as HP eprint for devices without built-in support.

4 4 Secure working environment Bring-your-own-device (BYOD) policies present new risks to the security of network infrastructure as a printing device that enables wireless access for mobile devices could potentially be used to access the enterprise s LAN. These risks are mitigated with peer-to-peer wireless connections. Devices enabled with HP Wireless Direct appear to users as an independent Wi-Fi network that provides access only to printing resources. Data is never transferred between the networks and remains completely separate from your enterprise s LAN and back-end infrastructure. Mobile access and updated printer infrastructure can also help to ensure a more secure work environment. Newer printers on the market come with built-in security features like the ability to encrypt data transmitted to the printer, as well as any data stored on the printer. Secure pull printing enables users to print to the network and then retrieve jobs to any solutionenabled device, eliminating unclaimed documents and increasing the efficiency of mobile workers. Newer devices can also integrate with existing network credentials to increase document security by requiring simple user authentication prior to printing, copying, ing or scanning at the device. Authentication methods help to monitor and control printing costs and modify user behaviour. IDC found enterprises could see a 10% 15% reduction in wasted output through pull printing alone.

5 5 Overall savings/roi Gartner research claims enterprises that actively manage their document output fleets will be able to save anywhere between 10% and 30% of their recurring spending, while research by IDC found that managed print services can lead to significant printing cost reductions of 20% to 30%. A separate IDC study of eight medium to large organizations quantified the benefits of a managed printing deployment, and found average cost savings of 23% were achieved. 40% IT support costs for device user issues (print-related help desk calls were reduced from a 23% share to an 11% share) 25% costs for consumables 20% costs for device repairs 10% costs to install or upgrade devices 5% equipment costs The study also found soft cost savings could outweigh direct cost savings, cited as the greatest benefit for numerous organisations. The majority (86%) said print-related help desk calls decreased, there were more first-call resolutions, freeing up service technicians Almost three quarters (71%) said device availability increased Another 71% said they experienced better document workflows/ smoother business operations through the use of multifunction printers for document management and distribution Organisations truly looking to cut costs, enhance productivity and security, meet sustainability targets and free up the IT departments should consider the benefits of a managed balanced deployment strategy, with a focus on updated infrastructure to suit today s business demands.