Measure Your Managed Print Services ROI With a Client Business Review

By: Dan Larkin
November 15, 2021

ThinkstockPhotos-483955240Businesses of all sizes experience the struggle of buying, maintaining, updating, repairing, replacing, and monitoring office printers and copiers. Managed Print Services takes the ongoing management of your printer fleet off of your employees' shoulders and places it in the hands of an experienced print provider. With attention to assessment, monitoring and reporting under a Managed Print Services program, building and measuring your return on investment—your ROI—becomes much easier.

One of the biggest benefits MPS customers receive is in-depth analytics. We capture how (and how often) each device is being used, and we catalog how much each device costs in maintenance, repairs and supplies. Based on your initial assessment, we recommend proper copy/print volume usage and print load balance to extend the life of your equipment. After implementation, we monitor your usage to help you make smart, data-driven decisions. 

Benefits of a Client Business Review

When using a Managed Print Services program it's important to establish short- and long-term goals. Oftentimes, goals are related to productivity, workflow, document management, security and/or cost reduction.

printer-2339136_1920Ongoing reporting with these goals in mind is one of the most important service aspects of your Managed Print Services program because it helps measure and analyze progress. This analysis helps you understand your true ROI.

We conduct periodic Client Business Reviews with our Managed Print Services clients during which we analyze current performance data and areas that still need attention. Depending on the size of the managed print environment, we generally report on progress every six months. During the review, our clients are provided with detailed reports and summaries of their printer fleet—highlighting performance, efficiency and opportunities to increase productivity.

Below are the main components of a Client Business Review and examples of how they can help you measure your ROI when it comes to Service Call History, Supply Order History, Device Utilization Summary, and Average Monthly Volume Report.

Service Call History

In a service call history report, we document and analyze all of the service requests made, what the issue was, who made the call, and when the issue was resolved. This data identifies common issues that might be occurring and highlights all major device or user concerns. For example, if the Help Desk is getting numerous calls about setting up emails on your printers, it might mean your employees could benefit from additional training to enable them to solve this issue independently.

Supply Order History

A report of your printer supply purchase history (such as toner) will be provided. This will allow you to compare these costs against your previous purchases. Most organizations see significant cost-savings at their first review that remain consistent moving forward. This helps organizations budget for printer supply expenses in the future.

Device Utilization Summary

office-2815634_1920A device utilization summary details which printers are utilized the most and least. Reports can be run by device, by individual user or by department. You might use one or all of these data points depending on your initial established goals. Examples of the type of user information reviewed include:

  • Total pages printed
  • Total color vs. black and white prints/copies
  • Total single or duplexed pages
  • Number of scanned or faxed documents

This report provides a high-level summarized overview of all managed print devices. It highlights major issues or concerns and helps define which needs are the most pressing in relation to your goals. The information provides an understanding of your organization’s current print performance and helps uncover opportunities for equipment placement. For example, you might wish to relocate a newer or higher functioning device to an area where there's more usage. 

Average Monthly Volume Report

Each device in the Managed Print program is monitored for average monthly copy and print volume. This report helps you understand which devices are becoming less efficient over time. If devices cannot be repaired cost effectively, they could be moved to a less active location or replaced to optimize workflow.

See Your ROI With Managed Print

A Managed Print Services provider can help you improve performance, generate efficiency and increase productivity. Request a free print assessment to see how an MPS program could help your organization.

Through a comprehensive analysis of your print environment, there’s a potential to reduce print-related costs by up to 30%, while increasing worker productivity. One of the best parts of a Marco Client Business Review is that it estimates, in the form of an actual dollar amount, the savings your company could experience.

While your Managed Print Services program will begin with an assessment of your current print technology and your desired business goals, it's our periodic Client Business Reviews that help organizations measure their continued ROI.

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Topics: Managed Print Services