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Change your office culture with a Managed Print Service

Change your office culture with a Managed Print Service

“We have reduced paper consumption by 40% and our colour usage has reduced from 75% to around 25%.”                                   
Julie Greenland, ICT Project Manager, Liverpool Mutual Homes

Today, businesses of all shapes and sizes are looking to reduce waste and gain efficiencies. Reviewing operations in all areas is key to keeping your organisation competitive, but one element that often gets overlooked is printing.

By working with the right provider you can realise significant savings, whilst also increasing the security of printed documentation. But where do you start?

Here are our recommended steps for improving print and copy practices:

Identifying the quick wins. Do you see any of the following in your organisation:

  • Recycle bins overflowing with unclaimed prints
  • Single side printing
  • Unnecessary colour printing
  • Accidental printing of excessive pages


Create a print policy and raise awareness:

  • Print policies can be implemented without the need for user interaction for certain types of document, e.g. set-up printing of emails in mono and double sided.
  • Alternatively you can inform users about pending print jobs by displaying a popup that details the number of pages, how much colour is being used and even what the cost of the printing the document would be.

Communicate:

  • Let the business know what you want and how it will benefit them. Clear communication is key to getting everyone on board. 

Training:

  • Choose your provider wisely and ensure that everyone has the necessary training and knowledge to implement the changes.

When trying to implement a change it is always useful to contact an expert: Arena can help. Here are some of the ways that our print management software can help you print more efficiently. Don’t just take our word for it though, read what our customers have to say.

Reduce wasteful print

With follow me print, users can no longer send jobs to the printer and then forget about them.

“I used to walk through the office and see a stack of uncollected paper on every printer. We’ve already made a noticeable improvement and we expect to make significant financial savings just from reduced output.”

Case study: Community Integrated Care

Make economical printing the first thought

Setting economical defaults means people have to actively choose if they want to print colour for example. You can even go a step further with rules so they do not have the option at all.

“We are seeing a change in behaviour as our staff become more aware of what they are printing. Previously many of them simply didn’t know how to change the settings so automating everything has really helped.”

Case Study: Liverpool Mutual Homes

Document safety at the front of mind

No more pressing print and then running to the nearest machine to be sure that no one has seen your confidential documents. With a fob, card, fingerprint or password required to release documents, you can press print safe in the knowledge that the document will not be released without you being there.

“I run payroll and other confidential documents; I like that I can send them to the printer safe in the knowledge that they will not print out until I go there to release them.”

Case Study: Age UK Scarborough and District

Use the most economical device for each print job

As an audit is conducted before an MPS solution is installed, this ensures that there is the right mix of printers and copiers to meet your needs whilst minimising costs – as much as 30%!

“We are seeing reduced colour printing - only when it’s needed - and they are generally using the most economical device for the print job – even the head teacher no longer has a printer in his office.”

Case Study: Ashville College

Then you can see the results of your changing office culture with predictable billing

With MPS you can receive a single monthly invoice – no surprise bills. You also have access to reports to view activity by department or user so see where the greatest costs are.

“We’re able to generate more detailed reports than before, which means we can more reliably calculate the true cost of each course. We also have more control over activity and forecasting is expected to become more accurate.”

Case Study: Middlesbrough College

Further Information

Check out our infographic: MPS in pictures!

Case studies: MPS customer stories

MPS Brochure

Expert News


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The Arena Group comprises: Arena Group Holdings Limited, a company registered in England and Wales (with registered company number 03735943 and VAT number 734562528) and its subsidiary company: Arena Group Limited a company registered in England and Wales (with registered company number 02168309 and VAT number 458238033). The Registered office of all Arena Group companies is Armitage House, Thorpe Lower Lane, Robin Hood, Wakefield, WF3 3BQ. Authorised and regulated by the Financial Conduct Authority for credit-related regulated activities.

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Fovia customers can access Arena Group’s award winning customer support directly through the Arena website. You can also browse our products and services, and catch up on our activities including events, news and blogs.

You will continue to be supported by the same dedicated team using the same telephone numbers you use now. You can also book service support online, all available from our website www.arenagroup.net/support

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