Another Reason You Don't Need a #Copier

Noodle this: How often do you walk over to a machine, place an original on glass, push a button and make a copy? The archaic organizations, state and local government, schools, and churches need not reply or read on - everyone else, stop and think. How many times a day do you make walk-up copies? “Many.” is the usual answer.

At some point in history, the average number of copies made per device was around 10k/week. Think about it. Do you copy 10,000 documents a week? Do you know your machine was designed to handle that level of volume? Seriously, take a day or a week and monitor the number of times and document types your staff is copying.

Let’s go deeper.

Observe the grandeur that is your office copier - paper drawers, nearby recycling bin - it's big, domineering, and physically impressive. Open the lid. The flat piece of glass is called a “platen”. How big is your platen and when was the last time you used it? How many walk-up, 11x17 copies do you produce in a year?

Deeper, still.

Now, walk over to your accounts payable department, dig through one of those big filing cabinets and find your monthly copier bills - look for the lease invoice. Because you’re with a typical copier provider, finding your lease payment could take a while. I’ll wait…

Still waiting…

Okay, do the math. Why are you paying for features and functions you do not use? Better yet, ask yourself, “Why was I SOLD capabilities I never use?”

When you do make copies, I’m guessing the majority of documents originate outside your organization, are letter size, initiate a process, and are finally filed away.

So here’s an idea. When your lease expiration date comes up - you’ll know its close by the increased number of voicemails, unannounced drop-bys, and invites to 'technology luncheons’ your current copier rep hits you with - go to the interwebs and start pricing out ‘workgroup’ scanners. While you're at it, check into the latest Epson or HP inkjet printers. Why not replace that $200-$400 monthly lease payment with a fast scanner and an efficient printer?

Install a printer and a stand-alone scanner.

When the need for an actual, real copy comes up, simply scan the document and print a copy. Now you’ve got a digital version of the original that can be printed or emailed and filed away.

As an added bonus, you've just taken your first baby steps into the digital workflow realm.

"Everybody from the 313..."

Scanning: Let's Widen The Scope Of Managed Print Services, Again.

I started my MpS journey back in 2007 - not as early as some, but before most.

Back then, I saw MpS as a bridge into managed services.  In 2008, I proposed my first end-user-based billing program. (similar to the current SBB)  We estimated usage based on the job description - front office folks printed more than shop floor, HR printed more than general office and Marketing utilized more color.  Pricing was based on the job description.

Soon after, I suggested MpS was BPO because including document management software within an MpS agreement seemed natural.

DOTC espoused end-user data, behavior modification, and workflow in the early days coining the word "BeMod".  The phrase did not take hold.

I introduced the idea of fully integrated management systems: we should combine device data like usage and supplies history(DCA) with the number of service calls (ServiceNow) for each device and all costs associated with operating each device(E*Automate) displaying these data points on the floor plan and adhering to the ITAM model.

I pitched the benefits of 'serverless printing before it became a thing in the MpS world, recommending partnerships with PrinterLogic.

I pondered the ability to sell everything as a service.  How about coffee and water, commercial HVAC equipment, energy systems, or even telehealth? Who best to lead this transformation than those designing and selling managed print services?

We made the jump from equipment sales to services long ago...right?  Of course, few jumped on the above suggestions (until years later).

Most held on to old-fashioned models - scratching out an existence, hoping for that magical merger.  Big dealers got bigger, tripling down on copier sales with outside investment;  they started silo'd, managed services practices.

Some OEMs surrendered.  Lexmark went to China, Xerox went to pieces, HP self-bifurcated.  Ricoh treads, Canon sells cameras, Konica Minolta is gaining, and MpS rolls the stone, resurrected.

Today, how can we widen our scope, yet stay within a safe, low-risk zone? What action can we take, that recognizes the move away from paper, without inciting panic and denial?  Medical equipment and energy management were too much.

How about scanning? (Okay, not just scanning)

Studies show copies and prints per device have been falling for a decade or two, I wonder if scans have increased?  To transform from paper to digital, there are plenty of paper documents in need of digitization.

Here's my latest recommendation: Embed digital capture into every managed print services engagement you write. (I know, not all THAT revolutionary.)

Today, every business can move into the digital realm at a fraction of the cost.  There are plenty of strong capture and document management programs in the ecosystem - Kofax, DocuWare & Nuance to name a few.  Not everyone needs these high-end systems, but most need something.  

The Benefits

Separate your MpS program from others. The 'down the street' deals address nothing more than cost per page and automatic toner replacement.

Discussing scanning/digitizing is a natural topic within the managed print services engagement, and can help you close more MpS deals.

But how do you get started?

What to look for in a simple solution for your clients:

• Low cost of entry
• No SME requirement
• Basic workflow
• Proven(globally)