Printers don't print, people do (Slideshare)
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Masterclass prepared for Greening Government conference on 30th October 2012. Feel free to share but please credit Kyocera Document Solutions UK.
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Printers don't print, people do (Slideshare)
- 1. Tracey Rawling Church And Stewart Dudding Kyocera Document Solutions Printers don’t print, people do
- 2. Declaring war on waste Define the problem Consider the impact on your organisation Explore solutions
- 3. The paperless office?
- 4. WASTE IS SYSTEMIC The average UK office worker goes through as many as 6,000 sheets of paper per year Or 25 sheets per day For each office worker 3720 (62%) of these sheets of paper are wasted or unnecessary 1140 sheets could be 660 are printed 300 sheets are the printed double-sided for proof-reading wrong documents 900 sheets could be read on 420 sheets are 300 sheets are left screen instead unnecessary duplicates forgotten on the printer 4
- 5. It’s not just about the trees … Paper manufacture consumes water, oil and energy – and so does recycling paper! 5
- 6. KYOCERA - PIONEERING SUSTAINABLE PRINTING SINCE 1992 Conventional cartridge Waste by volume Down 90% Energy consumption Down 28% Consumables carbon footprint Down 55% Kyocera consumable Consumables cost Down 50% Figures based on independent analysis by : Druckerchannel.de, Aston University, Best Foot Forward and TCP Global 6
- 7. EVEN WITH RESOURCE-EFFICIENT DESIGN, THE USE PHASE ACCOUNTS FOR THE MAJORITY OF CO2 EMISSIONS (EXCL. PAPER!) Global Warming (kg-CO2 equivalent) 1600 1400 1399 1200 (kg-CO2) 1000 800 600 537 400 200 56 18 7 0 Raw material Product Transport Use Discarding Manufacturing Manufacturing Life stage 7
- 8. IT’S NOT ALL BAD NEWS . . . There has been a net decrease in printing over the last 12 months, nearly half of office workers having decreased their levels of printing 36% 14% 2010 30% 48% 2010 increased 37% decreased 22% 18% 10% 4% Increased a lot Increased a little Stayed the same Decreased a little Decreased a lot 8
- 9. Inconvenient truths Most organisations have no idea how many printers they have or how many pages they print Device:user ratios in some organisations are more than 1:1
- 10. THE PRINTER TIME TRAP Time devoted to supporting printers and other document systems is on the way down, but a fifth of IT departments’ time is still devoted to supporting printers, and level of concern is growing 51%-100% 5% 2010 31-50% Mean: 34% 13% 10% or less 34% Mean: 21% 80% (71% 2010) of IT Managers think that 21-30% the efficiency of their 24% printing could be improved 11-20% 24%
- 12. ECOLOGY IS ECONOMY Resource efficiency delivers on both financial and environmental goals 12
- 14. BARRIERS Responsibility for purchasing printers, mfps, consumables often lies with different individuals Hardware is only part of the problem – real innovation focuses on business processes Invitations to tender are usually written in a device-centric fashion which makes it impossible for vendors to propose more innovative solutions User engagement is neglected 14
- 15. 3 STEPS TO BRING YOUR USERS ON BOARD, SLASH YOUR IMAGING COSTS AND CREATE A SUSTAINABLE, FLEXIBLE ENVIRONMENT FOR THE FUTURE
- 16. THE PREMISE… All too often print is thought of as a hardware centric proposition, this misses the point completely… People and business processes create output. The hardware is just the final step! We will turn this hardware centric approach on its head… …and in 3 steps take you from getting a handle on your hardware… …to delivering a cutting edge user and process centric solution.
- 17. STEP 1 – BASIC PRINT SERVICE
- 18. STEP 1 – BASIC PRINT SERVICE Define a “Print Policy”. Use that policy to inform your “Design Brief”. Then, optimise… 90%+ of available printers, copiers and multi-functional devices have a “recommended monthly volume” or “RMV”. When a device prints at it’s RMV, it suffers the fewest faults, consumes the least power per page and achieves the lowest total cost of ownership. Therefore your solution should be designed around your design brief, with the aim to ensure every device is used at it’s RMV. Sounds simple? In our experience more than 80% of the clients we talk to do not have a useful print policy and have never considered RMV when selecting hardware. 18 KYOCERA Document Solutions UK Ltd. | 05/11/2012
- 19. STEP 1 – REFERENCE FTSE 100 Insurer. 6,000 users… …3,000+ devices! 3 major blue chip system integrators with differing but interlinked responsibilities for imaging and related infrastructure. A new print policy and CEO level sponsorship ensured all parties could aim for a common goal with minimal political interference. After careful due diligence and communication a new system was designed with only 300 devices, “print anywhere” functionality and well informed users. A operational expenditure model minimised capital outlay and ensured a very swift ROI (less than 1 quarter). Their annual print budget dropped from £1.5m to £0.5m and continues to drop. 19 KYOCERA Document Solutions UK Ltd. | 05/11/2012
- 20. STEP 2 – MANAGED PRINT SERVICE
- 21. STEP 2 – MANAGED PRINT SERVICE So you have the right hardware for the job on day 1… …but will it still be as effective in 3 months time? …how about in 3 years time? Or longer! A Managed Service should: Give you the tools to control user behaviour and enforce your Document Security / Print Policy. Capture useful Management Information to allow for fact based decisions. Involve regular (quarterly is a minimum) reviews of the estate at which improvements can be proposed, agreed and implemented. This could be simple things like load balancing, or more complex initiatives such as training and change management. Your managed service partner should give you more than just data, they should give you analysis and recommendations. 21 KYOCERA Document Solutions UK Ltd. | 05/11/2012
- 22. STEP 2 – REFERENCE A blue chip system integrator selected Kyocera for what it defined it’s Phase 2 Managed Print Service. We implemented a secure release system… …Rules Based Printing, remote monitoring and… …consultant level carbon tracking! This firm already tracks and reports on the carbon impact of their car travel, so doing the same for print was a “no brainer”. The data is reported at a department level and is key to seeing their volume (and car miles) drop, but also to improving the wider print culture. An example of using Management Information effectively. This customer saved almost 50% on day 1 and is seeing their output volume drop consistently as the improved print culture percolates through the offices… 22 KYOCERA Document Solutions UK Ltd. | 05/11/2012
- 23. STEP 3 – MANAGED DOCUMENT SERVICE
- 24. STEP 3 – MANAGED DOCUMENT SERVICE So your hardware is optimised and you have the support and controls to ensure it stays that way. We have now answered the “how can I print more effectively?” question… …the next question is “why am I printing at all!?”. A Managed Document Service (MDS) will review your core business processes and evaluate why, when and how documents are printed. Some of our MDS clients now have “email quotas” which limit user output. Most had inefficient workflows that we were able to automate and digitise (i.e. hard copy filing, DMS integration and invoicing). Approaching “print” with a user/process centric mind set can deliver significant reductions in volume and deliver a more efficient and reliable set of document imaging processes. 24 KYOCERA Document Solutions UK Ltd. | 05/11/2012
- 25. STEP 3 – REFERENCE A global stock exchange only implemented a “step 1” BPS, but fortunately agreed to a workflow study to seek out “wasteful processes”. One process in particular involved scanning stock transfer forms into a computer then importing each file into an archiving solution using traditional flat bed scanners and the manual entry of the required client data. The process was slow (average of 7 minutes per transfer), wasteful and prone to error thanks to the manual steps required. Utilising their new multi-functional hardware, zonal bar code scanning and some workflow software… …users can now scan batches of 200 transfer packs at the touch of a button (single step process), with an average turn-around time of less than 10 seconds per transfer and a significantly reduced chance of errors. The time saved over a year justified a restructure of that team that allowed 2 of the 6 person team to focus on further cost saving projects. 25 KYOCERA Document Solutions UK Ltd. | 05/11/2012
- 26. BEYOND…
- 27. BEYOND… Shared services will deliver shared costs. Why host your own individual Managed Document Service when you could securely share with other like- minded organisations? Printing from mobile devices is becoming the norm, but what about scanning to them? Most mobile devices afford users the mobility of a hard copy, but can store far more data. For the Ipad generation, why should hard copies of documents leave their organisation of origin? Are you at Step 1, 2, 3 or beyond? Right-sizing your document imaging approach, managing it effectively and engaging your users can deliver cost reductions of up to 70%. Can you afford not to? 27 KYOCERA Document Solutions UK Ltd. | 05/11/2012
Hinweis der Redaktion
- The paperless office is a myth – about as likely as the paperless toilet
- But the paper industry doesn’t just use trees, it also uses massive amounts of water and energy, both of which are responsible for carbon emissions. Energy Star calculates it takes 10 times as much energy to manufacture a sheet of paper as it does to print on it. And the laser printer cartridges discarded every year consume 15 million litres of oil in manufacture (Cartridge World ) and contain 15,000 tonnes of waste plastic and metal – Friends of the Earth
- Kyocera’s unique Ecosys design concept reduces both environmental impact and waste, by designing into the printer most of the components that are normally in the cartridge
- But, even with our relatively resource-efficient design, the lions share of emissions are incurred during the use phase.Energy issues:Energy prices rising. CRC inflates energy bills. Poor housekeeping. Office equipment accounts for 15% of energy use in the average organisation and is expected to reach 30% by 2020 – The Carbon TrustJust turning office machines off outside working hours can reduce energy consumption by up to 70% - The Carbon TrustTurning off outside working hours AND using Power Save settings can reduce energy consumption by 95% - The Carbon TrustA single copier turned off instead of left on standby during non-working time can save £60 of electricity and 250Kg of CO2 in a year – The Carbon Trust
- Also doesn’t require any capital investment, so it enables the infrastructure to be improved even during times of austerity
- And yet, there’s clear evidence that paying attention to environmental impacts can significantly reduce costs, not just in printing, but across all activities. For example, the Environment Agency saves £6m per year by sending 66% less waste to landfill and emitting 17% less CO2 than it was 5 years ago. And Whitehall reduced its energy costs by £13m when it set about reducing carbon emissions by 10% in a year – and actually achieved 13.8%. So we’d like to overturn the myth that environmental measures increase costs – in the vast majority of cases, costs will be reduced.
- But the system isn’t set up to make this straightforward.