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Change management: The technical and cultural impact of creating an optimised print environment should be taken into account through a change management plan. An outsourced provider can create a change management plan that addresses communications, training, and support to help ensure a smooth implementation and employee transition of new printing practices. Conclusions and recommendations colour printing volumes and also the devices they are using. For example, using a colour printer in low colour-usage environments can be an expensive option as black-and-white page costs are typically high on colour devices. Similarly, low volume, low colour users will not generate the minimum volumes; so, again, a payper-page approach may be an expensive option. Multi-vendor device management With most organisations owning a complex mix of multi-vendor products, often across many locations, an outsourced provider should be able to manage all aspects of a multi-vendor environment. Sometimes it may not be the most cost effective solution to consolidate on one vendor; so, where necessary, the outsource provider should be able to manage a multi-vendor environment. This offers a single point of contact and accountability for negotiation, procurement, and management of multiple service contracts. Ongoing management: This covers device discovery, monitoring, and usage where the outsourced provider can take control of functions such as device configuration, print driver and queue management, user-based job tracking, software version control, and so on. Workflow: Beyond managing the print environment, managed print service providers can also focus on the entire document management process. This can involve the transition of paper-bound business processes to digital as well as integrating paper processes with electronic business processes. Remote monitoring: Pre-emptive support and continuous monitoring are both part of ensuring business continuity through improving device uptime. A pre-emptive support model drives device uptime and reliability and, ultimately, increased user productivity. For instance, proactive break-fix services reduce calls to the helpdesk and free IT staff and end users from the support process so they can focus on their core competencies. Most vendors offer an extended helpdesk facility dedicated to print-related problems, as well as regular monitoring and reviews of the print equipment. Extra services include placing staff on site within the business to help with reconfiguration of machines and to re-establish the correct printer layout when staff increases or reductions occur. Organisations face a number of challenges in respect to their printing and imaging environment. Escalating unknown costs, underutilised assets, limited IT resources, the shift towards colour printing, and regulatory actions driving new document workflows all contribute to complicating the task of managing document output. Any IT investment must create business value, while minimising risk and cost. Print management is vital for organisations to understand printing costs to reduce both the financial and environmental impact associated with an uncontrolled printing environment. Adopting an intelligent approach to managing printing through the optimal deployment of printing devices can benefit an organisation in many ways. Time, money, and resources are no longer wasted due to inefficient printing and copying, cost control tools ensure visibility on document costs, and document security is enhanced through confidential printing capabilities. Employee productivity can be boosted through ensuring higher availability of more efficient devices and print management tools can simplify the administration of the printer fleet, reducing the demand on helpdesks. The complexity of managing the printing infrastructure can be addressed by taking a managed services approach. Today the outsourcing of non-core functions is becoming more commonplace as organisations recognise the importance of focusing resources on core competencies. Managed print services can offer an organisation an enterprise-wide printing strategy by taking control of all aspects from procurement, management, and maintenance support. Ultimately, a successful print management strategy should be driven by an internal champion or executive sponsor who can provide focus and gain acceptance from both senior executives and end users. Whether printing is managed in-house or outsourced to specialists, it is essential that organisations take the first step and assess their printing environment, together with their suppliers or third party partners, to fully understand the savings that can be made through adopting an intelligent approach to managing printing. Louella is a freelance analyst for enterprise printing, business intelligence, and geo-locational tools, and has held both agency and clientside IT market analyst positions. She has a BSc (Hons) degree in Computer Science from Aston University Louella Fernandes louella.fernandes@quocirca.com “Adopting an intelligent approach to managing printing through the optimal deployment of printing devices can benefit an organisation in many ways.” 16 e• views Journal, Xplor UK & Ireland Edition Issue 7 January 2009

Table of Contents Feed for the Digital Edition of e views - January 2009

e views - January 2009 Contents Technology Management Creating a Print Intelligent Enterprise The Future of Broadband Connectivity: @ 320 kph? TPE Master Class Cover Story TransPromo and the Credit Crunch Xplor Europe News Service Directory

e views - January 2009

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