Konica Minolta: Managed Print is the perfect partner to hybrid working
Having spent at least part of the last two years having to work away from a traditional office environment, it can be an eye-opener returning to a shared workspace with a fresh perspective on how well it works. The importance of cloud-based systems has been made very evident, but what about the future of that most ubiquitous of office hardware devices – the humble printer?!
We all know that printed documents and materials continue to be important in the Legal sector despite the emergence of powerful file sharing and electronic document systems. From deeds and contracts, to wills, leases, agreements, and litigations, some documents still need to be presented in paper form. Suddenly the ‘humble’ office printer is not so humble anymore and is highlighted as a vital part of your firm’s inventory.
This is something that became particularly evident in a recent project we worked on to deliver a Managed Print solution to a well-established firm of UK solicitors.
The need for change
This particular firm was looking to consolidate and simplify its print provisions to support its sustained growth. Previously the firm had used a large selection of legacy printers and copiers across its branches, but it had become clear that this was generating additional work for the IT team and unsustainable consumables costs that needed to be brought under control.
As is often the case for change, the catalyst for this upgrade came from someone with a fresh perspective, in this case a savvy new IT manager who pushed for the firm to update its print facilities as part of a wider investment in the IT infrastructure to streamline operations.
Expert help
Our involvement started when the firm engaged with one of our local expert installation and integration partners, who recognised that rather than running a fleet of disparate printers what was needed was a carefully integrated selection of Multifunction Devices (or MFDs) that would join up the printing needs with the rest of the rapidly evolving IT systems.
For the uninitiated an MFD is a machine that can print, copy, and scan, offering faster speeds, added security (a must for any legal business), decreased wastage and better value for money. When integrated with the right software (in this case PaperCut MF), it is possible to calculate, recover, and reduce print output costs.
With an option for BYOD (Bring Your Own Device) printing from any browser, employees have much greater flexibility in how they print documents. Equally, these are secured when sent for print – user authentication is required to ensure any sensitive documents don’t get left in the print tray unattended or open to unauthorised scrutiny. This automated approach also ensures accurate client records and billing are updated, making sure everything is managed and controlled to reassure even the strictest of audit process.
Multiple benefits
The firm are not only saving on unnecessary costs but also saving on the valuable time required to service and maintain the previously disparate fleet of printers and copiers. Any requirements for consumables (toner, paper, and spares) are fully managed automatically and there is considerable scope to save on paper usage (and to reduce waste) through duplexing and the use of environmentally friendlier toner, enabling the business to significantly reduce its environmental impact.
The hybrid working mix
In the rush to facilitate hybrid working it is all too easy to forget your printing needs. This example is a great illustration of how the right Managed Print service ensures that your print provision doesn’t’ become the weak link of your evolving IT systems and workplace processes.
A modern MFD is fast, efficient, and secure and is perfect not only for printing but also rapidly and reliably scanning documents for electronic filing and storage. Coupled with the right expert support and business process software, this Managed Print approach ensures that however mobile your team is, it still has the best support from its office-based systems to ensure your firm can continue to evolve and grow to meet the needs of your clients.
For further advice on how a Managed Print solution can help your firm’s business systems evolve and for a free consultation please visit: https://www.konicaminolta.co.uk/en-gb/solutions/office-printing/managed-print-services
