A managed print services provider offers an enterprising guide to help businesses centralize and optimize their printer fleets. Key benefits include reducing costs by 50% through standardizing devices from multiple brands under one contract, automating supplies replenishment, and gaining insights into printer usage to inform business decisions. The provider recommends assessing all aspects of a business's document workflow to improve security, productivity, and efficiency.

1. Turn the page to turn print problems into print profits
The How to
Enterprise Guide to Printer Fleet Optimisation
• Centralise its print management supply chain
• Reduce and standardise devices
• Drive down hidden costs
• Identify and solve problems before they occur
An enterprising guide to help your business:
Document better business

2. The challenge checklist
Multiple suppliers for your print
systems equal multiple problems:
Talking to different suppliers
consumes time and resource
Multiple manufacturer branded products
trigger operational and costs challenges
Some devices are on a managed services
contract, others are not
Different suppliers mean varied terms and
length of contract periods
High volumes of toners filling up cupboards
and tying up money. When printers get
discontinued, your stock becomes redundant
A centralised solution enables your business to
access all devices through one portal. Critical
insights into what your machines are up to are then
available. Track volumes. Track usage. Generate
transparency. This:
• Informs business decision making
• Gives you better control
• Fuels business productivity
• Enables 50% printer fleet cost reductions
• Frees IT teams to focus on business critical tasks





? The solution checklist
One supplier for your print
systems equals multiple benefits:
How to...
Supply your chain with printer fleet centralisation
Rationalise admin, contracts, costs, products
and maintenance into one supplier
Standardising multi-branded products such
as Xerox, HP, Samsung and Lexmark slashes
admin and costs
Bring all devices, regardless of
brand, under one contract
One contract means terms and
periods are negotiated in one go
Device rationalisation, non-OEM
cartridges and auto-toner
replenishment trigger reductions in
supply and storage spend
www.rdt-osg.com
Business tip: branching out
Do you have multiple branches in or outside
the UK? Okay. In this case, look to engage a
supplier who offers a scalable solution. This
way all devices, regardless of
geographical location, can
be brought under one
contract.
The outcome...
A centralised managed printer fleet solution

3. 0344 264 0791 enquiries@rdt-osg.com
Top 5 business concerns...
about printer and copier
contracts in the UK
RDT surveyed 500 business leaders in your sector.
They answered:
1 “Our provider is failing to deliver
on the terms of our document
management service.”
2 “Multiple suppliers and manufacturer
brands result in an absence of printer
fleet standardisation.”
3 “Hidden contract costs and lack of service
mean we aren’t getting value for money.”
4 “Our printing fleet lacks the same levels of
security built into our other network devices.”
5 “Staff and visitors can’t print with ease
from their smartphone and tablets.”

4. Common scenario:
the eye of the eagle
Businesses make changes to their
departments. When this happens, a device is
often no longer suited to that environment.
A good managed service provider should
identify this remotely then enact a device
swap to keep you productive.
The challenge
Unsure about what’s going on with your print, copy
and scanning devices? Don’t worry, you’re not alone.
In fact, the majority of business owners can’t
statistically account for the volumes staff print each
day, week, month or year. An absence of control
creeps in. Costs are then free to spiral out of control.
How to...
Bring greenhouse transparency to your printer fleet
The solution
It’s not just about print, it’s about taking
control of your full print and document
setup. So seek out a complete managed
service provider. In doing so, ask them
tough questions:
• Can you manage all
of my devices regardless
of brand?
• How will you reduce consumption
and my costs?
• How quickly are problems resolved?
• Do you have remote and onsite
technical support?
• How will you automate our toner and
supply replenishment?
?

5. 1 2
OK
C
?
COMPANY 2
With a managed print service
£2.1 million on print
COMPANY 1
Without a managed print service
Spends £3 million on print

6. Business tip:
serving up print
management
Print server management brings
tasty efficiencies to businesses
with multiple sites. How does
it work? Solutions such as
Cirrato, Equitrac, eCopy and
Xangati can be adapted to
your infrastructure. Doing so
consolidates your server and
printer environment across one
or more geographical locations.
• Effective print server
management relieves IT from
the burden of day-to-day print
server management issues
• Minimising print servers –
where suitable – reduces cost
and operational complexity
• Print problems are resolved
quickly meaning less
business downtime
• Businesses can focus
on core goals rather than
print problems
Ready or not,
here we come…
The challenge
Driving down print costs is akin to a
game of hide and seek. Identifying
where savings can be made
means first pulling them from the
shadows. Doing so can be a bit of
a head-scratcher. This is because
many businesses have multiple
sites. Many have been through
levels of acquisition. And many
have inherited legacy equipment.
As a result, office sites become
populated with different devices.
These, in turn, are presided over
by different suppliers.
This generates:
• Conflicting device
management techniques
deployed across
the branches
• Business inefficiencies and
cost increases
The solution
Each of your sites should be
managed individually, with
strategies based on each
location’s unique needs.
Move away from taking a
contingency view across
everything. Your printer fleet needs
to be tailored to specific sites,
departments and employees.
This generates:
• Cost reductions
• Productivity increases
• Business efficiencies
Find out more about print server management at www.rdt-osg.com
?
How to...
Drive down hidden costs

7. How to...
Know if managed print is for you
Is colour print costing you a small fortune?
Do you have an ever-expanding printer fleetmade up of multiple brands?
Too many supplier contracts proving to be acostly headache?
Are your toners running out too quickly?
Unsure who to call when there’s a problem?
Does your IT team spend too much time onprinter and copier issues?
Workers want to print from their mobiles?
Take the managed print test.
If you answer ‘yes’ or ‘tell me about it’ to one ormore of the following questions then managed printcould be for you:
No
No
No
No
No
No
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Did you know more and
more businesses are
documenting digitisation
- 2014-2017 paper to digital solutions
is increasing 28.5%
- 2014-2017 scanning is increasing 27%
Source: IDC Forecast
Stop the presses! Print
isn’t dead. Despite talk of
extinction, it remains strong.
Does that mean you should
print more? No. It means
you should print less.
How? By analysing the
flow of each document
your business produces.
This way systems can be
introduced to ensure you
print less. Control your print
output. Digitise paper trails.
The end result? Cut costs,
cut waste - it’s a no-brainer.
Printless
or print less?

8. How to...
Mobilise your print systems into action
The challenge
Your business is no longer confined to the walls
of the office. Staff work from home. Many travel
the road. Some only come to the office once
or twice a week. And, when they do, they bring
their own devices. So, as your business grows,
how can you enable all employees to print
directly from their own phones and their tablets?
The solution
The right technology means that, when your
people stop by the office, they can scan,
print and save documents as they need them.
Simple functionality accessed through mobile
devices is a key requirement for small and
enterprise businesses. In considering mobile
print, ask yourself:
• Is the solution secure?
• Will it integrate effectively into our
IT infrastructure?
?
Printing...
Get more mobile print tips at: www.rdt-osg.com
Workers are mobilising into action
Mobile numbers
- 89% of employees’
mobile devices
are connected to
corporate networks
- 49% of users want
to be able to print
from their mobile
Source: Cebit Mobile
Trend 2014/IDC
Total page volume
2008 2009 2010 2011 2012 2013 2014 2015 2016
2008 20102009 2011 2012 2013 2014 2015 2016
CAGR +2.2%
2008 2009 2010 2011 2012 2013 2014 2015 2016
2008 20102009 2011 2012 2013 2014 2015 2016
Mobile print volume
CAGR +20%

9. Safeguard print, workflows
and key processes
Valuable information flows across all rungs of
your organisation. Keeping it safe is therefore
essential. With technology moving at such a
quick pace, business leaders in your sector
are placing security centre stage.
73%
of businesses say
print and device
security is highly
important
Source: IDC and Gartner
79%
want secure
document cloud
storage and
access
68%
are concerned
about devices and
document workflow
security
20%
of IT professionals
pinpoint mobile
printing as a top 3 pain
point for document
security
Many cloud
printing users are
hesitant to use
it for fear of a
security breach
Security tip!
The information bank
In streamlining your processes, assess the complete
lifecycle of a document from concept, delivery, storage,
to search and retrieval. This will make your business
work more securely, faster and more efficiently.
Ask yourself:
• How do you back up your documents?
• Do assigned workers have secure access to
specific documents anywhere, anytime?
• Can you effectively manage the information that
people can and can’t see?

10. www.rdt-osg.com enquiries@rdt-osg.com0344 264 0791
Fine tune your print and document
workflow engines with a free MOT
Print and document workflows drive along your network.
They are a key part of how you get your work done. Even
so, many businesses remain unaware of exactly how much
time and resources are directed towards them.
Find out with a print and document MOT from RDT. We
won’t just look under the hood of your print setup. We’ll
analyse all of your document related processes.
Our customers are happy. They’re very happy. 95% tell
us they love us. And we’re confident you will too. That’s
because, after their print and document MOT, they enjoy:
• A reduction in print and document workflow costs
by up to and over 50% a year
• Increased print, document, process and workplace
productivity
• Automated device maintenance and consumables
replenishment
• A digitisation and automation of
paper-intensive tasks
• An unburdened in-house IT team
• One point of contact for all consumables, service
and billing enquiries
• Continual process improvements
A ready to roll customised
strategy will emerge
Productivity through process Make your workflow
Connect your business Make print work
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