Global Technology Company Overhauls Print Strategy to Realize Cost Savings and Efficiencies
Challenge
Hindered by outdated devices and an unresponsive service provider, a global technology company made plans to overhaul its print strategy. Canon Business Process Services engaged with the company to upgrade its technology assets and keep business and employees thriving.
There were many reasons to strategize around print:
- The company was using legacy print, copy, and fax devices, along with digital devices that weren’t networked—so the company wasn’t benefiting from the devices’ key features
- The devices experienced tech issues and performance setbacks that the company’s existing service provider didn’t address quickly
- Equipment was being underutilized. For instance, a powerful, 75 cpm printer was running low volumes of 10,000 pages/month
The tech company started the search for a new provider—one with a commitment to superior quality and customer service, and who could provide the tech company with advanced technology solutions and the best-in-class operational excellence it currently lacked. At the time the company had little experience with Canon—we managed a small fleet of 120 devices at one of its many locations—but we’d built a strong reputation based on our track record of responsiveness and integrity. “We knew Canon was a standup, client-focused company,” said the tech company’s project manager. “We were always happy with the work they did managing a small group of printers for us. So, when it came time to hire a new document management services provider, we strongly considered them, and we’re very glad we did."
After the extensive RFP process in which we competed with eight global competitors—including the tech company’s 10-year incumbent vendor—the company selected us to manage the fleet for its largest division and lay the groundwork for continued success.
Our Solution
To start our partnership with the technology company, we conducted a Document Needs Assessment (DNA) consisting of in-depth, on-site analyses at eight of the company’s locations nationwide. We reviewed printing and copying volume, the software applications in place, user requirements, workflows, and a 360-degree view of the work groups and facilities. Based on our analyses, we collaborated with the company to develop a best-fit print strategy that aligns new document processes to the company’s business requirements. We then implemented that strategy using a flexible approach that kept the transition smooth and non-disruptive:
- We replaced about 1,000 devices in one division with 440 user-friendly multifunction devices (MFDs)—a 56% consolidation of assets. By reducing equipment, we also reduced maintenance costs.
- As the world’s leading supplier of wide-format products, we applied our resources to install 75 wide-format devices that can produce engineering drawings, schematics, posters, banners, and other work. Those print jobs no longer need to go to costly print centers.
- We introduced new software technology—including scan-to-email, scan-to-desktop, and scan-to-FTP—to organize and speed up document management processes
- We set up a dedicated call center that works with asset-management employees to manage service level agreements (SLAs) and key performance indicators (KPIs), all focused on maintaining an optimal print environment and reducing costs
Results
In fact, the company reduced costs everywhere with the new print strategy. “Cutting costs related to print has been a boon to our business,” said the project manager. “Beyond its work streamlining processes and spending, Canon has helped keep our employees productive and satisfied. They’re very responsive to any problems that arise, and our employees are always pleased with their interactions with the Canon team in the call center."
Based on these successes, the company asked us to expand operations—and since then, other divisions have outsourced their fleet management to us. Today, we continue to find ways to use our print and process expertise to help this company become truly high-tech.