Your organization likely tracks spending on major business systems, from software subscriptions to network infrastructure. But what about printing?
For many organizations, printing costs are spread across multiple budgets, devices and departments, making them difficult to measure and manage. As a result, decision makers often suspect there is room for improvement but struggle to gather the data needed to justify change.
If you're evaluating Managed Print Services solutions, building a strong business case starts with understanding your current print environment. This guide will show you how to build a business case for Managed Print Services and gain support from key stakeholders.
Drawing on best practices used by Gordon Flesch Company's (GFC’s) imageCARE+ Managed Print Services, organizations can assess their current print environment and create a roadmap for measurable improvement.
Many organizations view printers as a necessary utility rather than a strategic asset. Unfortunately, this mindset often leads to:
Before asking leadership to invest in Managed Print Services, you need evidence that demonstrates both the current challenges and the potential return on investment.
The stronger your data, the easier it becomes to move the conversation from "Why should we change?" to "Why haven't we done this already?"
ARTICLE: What a Modern Print Environment Looks Like in Different Industries
The first step in learning how to justify Managed Print Services is establishing a baseline.
Start by gathering information about your existing print fleet:
Many organizations are surprised to discover they don't have complete visibility into these metrics. In fact, if you don't know how many devices your organization uses, how much they're utilized or what they cost each month, it may be a sign that your print resources have become difficult to manage effectively.
A print assessment provides the foundation for a compelling business case by identifying inefficiencies and establishing measurable improvement opportunities.
One of the biggest mistakes organizations make is focusing only on hardware expenses. In contrast, the true cost of printing actually includes several additional factors. These often-overlooked factors include:
Labor Costs
How much time does your IT team spend troubleshooting printers, installing drivers, replacing supplies or coordinating repairs?
Every printer-related support ticket pulls valuable resources away from strategic initiatives. A Managed Print Services provider can assume responsibility for ongoing maintenance and support, allowing IT teams to focus on higher-value projects. For example, GFC's Managed Print Services are designed specifically to reduce printer-related interruptions and free up internal IT resources.
Productivity Losses
Printer downtime impacts employee productivity across departments.
When devices fail, employees may need to walk to other locations, delay projects or contact support. Those interruptions create costs that rarely appear on financial statements but affect business performance every day.
Supply Waste
Organizations without centralized print management often purchase toner and supplies inefficiently. Multiple vendors, emergency purchases and excess inventory can significantly increase costs over time.
Once you understand your current environment, look for improvement opportunities. Common findings include:
Fleet Consolidation
Many organizations accumulate printers over time without a long-term strategy. This often leads to redundant devices and unnecessary expenses.
A Managed Print Services assessment can determine whether your fleet is properly sized and identify opportunities to eliminate obsolete, inefficient equipment.
More Predictable Costs
Business leaders appreciate budget stability.
Rather than managing unpredictable repair costs, supply orders and replacement expenses, an organization leveraging Managed Print Services typically enjoys a more predictable monthly cost structure. GFC's approach helps organizations create consistent printing expenses while reducing waste and downtime.
Better Device Utilization
Usage data often reveals significant imbalances across a print fleet. Some devices may be overworked while others see little activity. Optimizing placement and utilization ensures you're maximizing the value of every device.
Today's printers are connected network devices, which means they can also become security vulnerabilities. Unfortunately, printer security is frequently overlooked when organizations evaluate risk.
When developing a business case for Managed Print Services, include security considerations such as:
Improperly protected printers can serve as entry points for cybercriminals, making print security an important component of any modern print strategy.
The most successful Managed Print Services initiatives have support from multiple departments.
Consider how Managed Print Services benefits various stakeholders, such as:
When stakeholders see how working with a Managed Print Services provider addresses their specific challenges, building organizational alignment becomes much easier.
The strongest business cases extend beyond immediate savings.
A partnership with a Managed Print Services provider should support long-term business goals, including:
At GFC, our imageCARE+ Managed Print Services are designed to manage all aspects of a print environment while creating a roadmap for continuous efficiency improvements. Rather than simply fixing equipment when something breaks, the focus is on proactively optimizing the entire print fleet.
Learning how to justify Managed Print Services starts with understanding the story your print environment is telling.
By evaluating device usage, identifying hidden costs, assessing security risks and aligning stakeholders around measurable business outcomes, you can create a compelling case for investment.
Ready to better understand your organization's print environment? Contact Gordon Flesch Company today to schedule your free, no obligation print assessment.
