Managed print services save time and money

Managed print services save time and money

Put IT resources to work where they really count The total cost of general office printing can be tough to calculate. It includes not only the expenditure per printed page, but also the underlying costs of support, supplies, maintenance, repair and hardware acquisition.1 That means printing and document management are essential parts of your company s budget and your bottom line. HP Managed Print Services (MPS) offers a comprehensive portfolio of solutions to transform your printing environment and help lower costs. From assessment to setup, and reporting to optimization, HP provides tailored solutions to help businesses just like yours boost efficiencies, save money and improve return on investment (ROI).

Why does switching to printing as a service make good business sense? Because it can help you in multiple ways: Lower your operating and IT costs by as much as 30 percent.2 Improve your bottom line by streamlining processes. Use data-driven analytics and strategic print and process management to help you make informed business decisions. Protect sensitive data and documents as they move through your business. Free up your IT workforce to focus less on technical printing issues and more on strategic business initiatives. Lower your operating and IT costs by as much as 30% 2 HP will help you: 1.) Understand your printer fleet and discover ways to cut hidden costs from your budget. 2.) Plan, acquire and retire equipment securely and sustainably. 3.) Build your new print environment with minimal disruption to end users and IT. 4.) Improve ROI through ongoing monitoring and support to ensure your fleet is up and running smoothly. 5.) Ensure users have access to the technology they need when they need it.

Lower your overall cost of printing When you re making decisions about infrastructure systems for your business, your budget is always part of the equation. This is why HP MPS provides budget-friendly options for a range of mid-market businesses. With innovative HP hardware and print management systems, you can save on energy usage and costs. HP ENERGY STAR qualified hardware products with automatic shut-off features power down when not in use, and instantly turn on when you need them. Additionally, you can centralize all printing, scanning, copying and faxing needs at once when you convert to fewer, more energy-efficient HP multifunction printers (MFPs). You can also reduce your company s energy costs with HP s intuitive print management tools, which enable IT managers to centrally schedule sleep and wake-up modes, reducing energy consumption fleet-wide.

The HP pay-for-print pricing model saves additional costs, too. Some MPS services establish a minimum page volume, but that volume is often higher than the company s actual print volume. With the HP pay-for-print model, you pay only for the actual pages printed, with no minimum or maximum penalties or surcharges. Depending on the industry, you can save nearly $500 a year in printing costs per full-time employee.3 This estimate includes savings across the print process, from reduced end-user interaction time to more efficient document management. For example, healthcare providers can save nearly $400 per full-time employee annually with HP MPS.3 Size up your ROI Get a free custom report that identifies potential inefficiencies in your office printing and provides practical solutions to help boost productivity and cut costs. Calculate your savings. More accurately predict costs saved During the initial assessment, HP MPS will work with you to gather actual total-cost-of-printing numbers to calculate the potential cost savings. This estimate helps you accurately predict the impact on your budget before implementation and assess the results afterwards. HP MPS Cost Savings*3 Depending on the industry, you can save nearly $500 a year in printing costs per full-time employee. Insurance $239 $480 $221 $445 Retail Banking $193 $389 Healthcare Providers $46 $90 Higher Education *per full-time equivalent employee per year

Optimize for efficiency and productivity HP MPS also benefits your business in terms of document flow and print process efficiencies. Most document costs are not in the infrastructure and management of printing devices, but rather in how people manage, share and store documents within organizations, as well as between organizations and their customers and suppliers. Productivity is imperative to successful operations. With multiple end users connecting to devices, fleets need to run without malfunctioning in order to avoid disrupting workflows and accruing excess costs and maintenance needs. Every dollar spent on printing involves another $9 to manage it.4 How HP MPS saves money Adopting an HP MPS solution can help lower your cost of printing in several ways: Optimizing the number and type of printers Deploying fewer support interventions Using less paper, toner and ink with better print management

Another large factor in your company s overall efficiency is your internal print processes. Unclear print management processes can lead to wasted paper and multiple single-sided print jobs that go unclaimed and left stacked on company printers. HP offers a detailed assessment of your print processes and workflows and makes recommendations to help your business operate at peak efficiency. With HP MPS, your company can also reduce waste, changing processes to: Automatic two-sided printing: You can set your device defaults to print on both sides of a page to reduce paper waste by an estimated 25 percent or more. User-authenticated printing: Reduce unclaimed print jobs and misprints by 10 to 30 percent with pull- and PIN-printing solutions. HP outlined a very comprehensive solution, combined with services to meet our efficiency, security, infrastructure and environmental goals. Brian Fortney, Assistant VP, Enterprise Infrastructure Operations, MetLife Every dollar spent on printing involves another $9 to manage it.4 66% of business owners believe that hardware/equipment offers more value when delivered as a service.5

Make data-driven analytics work for your bottom line The more you know about how your company s print processes work and where they could be working better the more you can fine-tune and control your budget. HP JetAdvantage Insights enables you to make strategic decisions using data-driven analytics. Such data can then help you evaluate: Are the local devices and printing volume justified? Are some devices being underused? Are employees aware of the high cost of desktop printing? HP JetAdvantage Insights features a fleet dashboard that lets you review key metrics in your print environment, including total operating cost, device utilization, environmental impact measurements and volume. With these real-time analytics, you immediately know how many employees are using your printers, which documents are being printed and by whom. You can monitor every device in the fleet from this dashboard, including HP and non-hp printers and MFPs. The data you gather with HP JetAdvantage Insights enables you to maximize your resources and optimize your company s print investment. HP JetAdvantage Insights also frees you from labor-intensive data crunching, and saves IT time and money. Since all print job data is stored in an HP secure cloud,6 you can monitor devices without the expense of server-based software.

Let HP MPS free up your workforce HP MPS can also transform day-to-day workforce operations, including IT workload. Consider the amount of money your company spends on staffing in-house IT services. Then imagine an IT department whose valuable time isn t consumed by changing toner cartridges, fixing paper jams and troubleshooting error messages. HP MPS helps reduce the need for in-house support for the print environment, which means IT can devote more time to strategic projects.

Additional ways HP MPS delivers visible business results: HP account teams ensure your teams are equipped for a smooth rollout and ongoing optimization, minimizing disruptions to your workforce and workflow. Your HP delivery team uses data-driven analysis to monitor your printing environment and identify opportunities for continuous improvement. Fast response times and dependable service for everything from toner cartridge exchanges to machine repair to keep your fleet up and running for minimal interruption of your day-to-day business. HP MPS frees up your procurement resources by using fewer consumables and causing less downtime, as well as managing and deploying devices from multiple vendors. What goes around comes around The linear take, make, dispose economic model is giving way to the more sustainable circular economy. The circular economy features service-based business models that cut environmental impact by emphasizing product life extension through recovery and recycling. This approach has long been part of the print industry, with managed print services becoming an accepted and proven way to lower financial and environmental costs.7 25% of total office costs include:3 Hardware Support Infrastructure Admin, procurement and facilities support

Next steps To find out if HP MPS is a smart move for your business and your budget ask yourself: Would it free up IT s workload, enabling them to focus on strategic projects, versus supporting the company s printing environment? Would it improve my company s ROI to deploy a strategy that lowers printing costs and optimizes our fleet, ensuring we have the right devices running at the right time? Would my business save money if users had access to digitalcapture technology that stores, secures and shares files? Take the free HP Managed Print Analysis or talk to your channel expert today to find out how you can start optimizing and improving the efficiency of your fleet. Get started Where Will You Find HP MPS? HP MPS provides services for leaders in these industries: Banking Insurance Education Manufacturing Communication and Media Healthcare

Sources 1 The estimated total cost of printing is derived from HP internal calculations and more than 25 years of experience delivering managed print services. 2 Estimated energy and paper savings based on analysis of select HP MPS customers imaging and printing operations using data gathered on devices and paper consumption, and comparing with post-mps actuals or projections. 3 ALL Associates Group, HP, 2017. 4 ALL Associates Group, February 2015. 5 Louella Fernandes, Rethinking Managed Print Services for the Circular Economy, Quocírca, 2015. 6 HP JetAdvantage Insights is a web-based application that requires Internet access. Supported browsers include recent versions of Microsoft Internet Explorer, Google Chrome, Mozilla Firefox and Safari. 7 Louella Fernandes, Unlocking the circular economy in the print, Quocírca, 2015. Sign up for updates hp.com/go/getupdated Copyright 201x HP Development Company, L.P. The information contained herein is subject to change without notice. 4AA5-3666ENW, April 2017