The next generation of managed print services

By Valerie Belli

The idea of managing output to reduce operational costs is not a new concept. While managed print services (MPS) is a newer term, this concept is a mature service offering that was introduced over a decade ago. Today, most MPS programs claim to save customers between 10-30 percent by reducing total print devices. But what happens when you look beyond the immediate cost savings and consider a long-term vision? What can a next generation strategic output services program deliver?

The idea of managing output to reduce operational costs is not a new concept. While managed print services (MPS) is a newer term, this concept is a mature service offering that was introduced over a decade ago. Today, most MPS programs claim to save customers between 10-30 percent by reducing total print devices. But what happens when you look beyond the immediate cost savings and consider a long-term vision? What can a next generation strategic output services program deliver?

To start with, far greater returns than the simple immediate reduction in invoiced print costs.  It is a long-term transformation plan and partnership with a vendor that manages beyond the device that will allow you to achieve real cost savings, business process improvement, and environmental benefits. Still not sure? Here are some questions to consider.

First, can you see beyond your print hardware to the critical document workflows that support your business? The historic MPS program places emphasis on supporting images on paper across the enterprise. This type of program focuses on reducing device counts, but not necessarily volumes. While this offers an opportunity for savings, the vision is limited. The more valuable, next generation strategic output services program not only focuses on reduced devices, but also on reduced total output, your document workflow, and how this workflow ties into critical back office systems. This new program allows you to think about the workflows that are important to your business and guides you toward optimization based upon industry best practices. 

The next thing to consider is whether you receive pointed, custom reporting that reveals strategic insights regarding your output environment and measures against industry best practices. The historic MPS program offers web-based tools that allow an organization to manually pull down reports that provide basic data on fleet volumes and service level activity. The information is valuable but the process to thoroughly analyze and build an effective solution is a time-consuming one. The next generation of programs is more strategic in its approach and therefore understands enterprise business goals and develops custom reports that reveal output activity pertinent to both the MPS contract and the long-term goals of the program. Analysts at the services provider will interpret and advise within the reports. This allows you to remain in the driver's seat, while letting your industry-expert navigate you through your output services strategy.

Finally, once you have achieved initial savings through MPS, what is your long-term vision for transforming your print environment? The historic MPS program presents organizations immediate but limited cost saving opportunities based upon a one-time change or installation. The initial hard-cost savings are immediate but shortsighted. Far from a one-time project, the process of optimizing workflows must remain ongoing; processes must be in place to continually review changing core business requirements against your strategic output strategy. The more valuable, next generation strategic output services program focuses on the long-term endgame, working with you to develop a three to five-year vision that offers long-term hard and soft cost savings, business process improvement and environmental benefits that are concrete and measurable.

It's time to look ahead and make decisions that will have a real impact on future processes and costs. It's time to look beyond a one-time change to the opportunity for future gains. It's time to look to your provider to deliver a bold new solution that goes way beyond a technology and offers the vision to develop a strategic output services program. And that bold next step is about great workflow design, about people who can execute both onsite and offsite, and about the application of the right software and technology to make it work in your environment.

Real savings and improvements are possible. But this opportunity isn't about the easiest or cheapest solution. To get where you want to go, you need to take this seriously and be willing to make the right change up front. Because a bad decision, a poorly executed plan or the wrong program will set you back three to five years.

This new approach has generated proven success. Visit for a case study.

Biography

Valerie Belli has helped companies realize greater efficiencies for over 30 years. As Vice President of Canon Business Solutions' Business Services Division, she oversees compliance, strategic development, operational and sales activities.