Reducing overheads and increasing efficiency with the right Managed Print Services.
Archant is a privately owned media company serving specialist interest groups, communities and regions. They employ over 1,600 staff across over 40 office locations and is the UK’s fifth largest regional newspaper publisher with 1.6 million copies a week in print and 6 million readers per month online. Archant is also the largest publisher of regional and local lifestyle magazines and associated digital media in the UK, with over 80 titles circulating in both the UK and USA. They also have a wide portfolio of digital media assets including a city television service in Norwich.
CCE win the tender process
With a large printer estate of over 250 printers across 43 offices, Archant knew their internal print needs were high, as were their costs. In 2014 they embarked on a tender process to evaluate what savings could be made and better understand the performance of their incumbent Managed Print Supplier. Were they delivering the bottom line savings and operational efficiencies they should be?
CCE won the tender by demonstrating how their market leading Managed Print Services for publishers could save money. CCE also offered a much broader service. With 25 years IT expertise across the full range of IT services including Private Cloud infrastructure, networking and Service Desk capabilities, the client saw how CCE’s overall expertise could add further value.
Audit, understand, plan.
As soon as the contract was awarded, both CCE and Archant created a structured team to manage the implementation of the project. This enabled leadership and excellent decision making processes. The six strong team then embarked on a thorough Print Audit. This identified:
- Identified all print assets at 43 locations ranging from mono to full multifunctional printers.
- Existing print usage patterns and practices
- What was required both now and in the future
From the audit a plan was devised to reduce the printer estate, change day to day practices and improve operations and business efficiency. Service Level Agreements were put in place to manage the new look printer estate and print management software configured to give greater insight into print volumes and requirements. This holistic approach can often save clients between 30-50% of total print costs.
Working to the carefully structured plan, CCE worked closely with Archant to roll out the new printer estate and associated systems across all 43 offices. The type of print required meant changing many machines from one manufacturer to another after identifying what type of printers were required at each location, based on real business needs. Careful consideration was given to cost but also to operations, so that Archant had a more efficient distribution system.
- Nearly 40% of printers were removed, saving on expenditure and maintenance.
- Being vendor neutral, CCE recommended the right manufacturer for each requirement
- All devices were standardised to print in grayscale and duplex
- Non-standard print jobs were controlled by Print Management software with permissions based printing
After implementing the carefully laid out plan, a whole raft of benefits followed:
- The printer fleet increased in efficiency but was reduced from over 250 printers to 125
- Distribution systems were streamlined with automated palletised printing
- Printers were working harder and printing was cheaper – in one example an A2 Kyocera printer has printed over 1.2 million copies
- CCE’s vendor neutral service enabled the right printers and software for each function
- Lower print, lower maintenance and lower consumables costs
- Improved workflow
- Print software now reporting on management and usage, giving further insights into print ‘culture’, enabling further cost saving decisions