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The top 6 reasons to outsource your print and copy management

The top 6 reasons to outsource your print and copy management

Outsourcing is contracting a business function to an external party. Arena's Gary Putson takes a look at the benefits of outsourcing your print and copy management.

Source expert support and resources

A specialist company will have the latest information on new software and hardware at its fingertips, offering you assurance that you will always have access to the best equipment to drive down costs and increase efficiencies in your business.

Your provider’s specialist team will be able to pass on the benefits from the latest training in both machine care and software, without the expense or time out needed for your staff to do any learning or research themselves.

Shine a light on areas for improvement and cost reduction

At the outset, an external company will assess your workforce’s print and copy behaviour to report on costs and any inefficiencies that they can address. This initial investigation is without obligation to purchase anything. The provider will look at a broad array of things including which machines are most heavily used, associated energy consumption, the types of documents printed and so on, in addition to considering how to improve the maintenance of your devices, increase efficiency and cut costs. A comprehensive report is delivered to you with a proposed plan of action.

From installation, to support and maintenance – everything is taken care of

After installing a new system for you, consumables for your printers can be managed by your provider. Remote monitoring software means the end of ordering replacement toner as a new cartridge is despatched just as a current one is running out. This also means you no-longer need to store a supply of toner in your office.

The machines themselves can also be monitored remotely so that engineers can arrive at your premises having already gathered information about the problem – leading to a quicker fix. Taking up a managed print service (MPS) means simplified billing too – as maintenance, consumables and printing are covered in one, regular, fixed cost.

Focus on your Core Business

Every business has finite resources and every employee has limited time. Outsourcing your print and copy management allows employees to stay focussed on core business needs rather than having their time taken up elsewhere.

Quickly Implement New Technology

Most managers will be able to give you a list of projects that they believe would greatly add value but will take significant resources, time and energy to implement. Often, a review of print and copy infrastructure falls into this category – we know it can deliver cost savings and efficiency benefits but the project itself can seem daunting. Outsourcing is a way to access the resources and expertise to make this innovation happen, removing the time consuming tasks of planning and implementation, hiring new people, or training existing staff by bringing in a qualified and experienced external team.

Improve performance

With one expert to oversee all of your print and copy requirements and resources, you can be certain that your infrastructure will be managed efficiently. At the outset your provider will audit your current situation and implement a plan to suit your business needs. Going forward their guidance and a dedicated service team will ensure that machines are kept well maintained and up to date, minimising down time.

Often the alternative can involve different departments managing their own needs – which leads to uncontrolled costs, or an internal IT team that is run off its feet and unable to spend time on innovation.

About Gary Putson

Group Sales Manager
Tel: 0800 863 8000 | Email:

Gary has worked with Arena for 8 years and has a long background in sales, originating in the telecoms sector. Gary sits on Arena’s board of directors and manages Arena’s growing Sales team of over thirty account managers and telesellers. His team members spend their days consulting with businesses across the country to deliver cost reduction, efficiency savings and sustainability in all areas of document management.

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