Switching to a New Photocopier/Printer Supplier

Switching to a new photocopier or printer supplier is something you might have considered before. Going through the transition period, though, and considering the costs and potential disruption may have made you shy away from the idea.

The latter is especially problematic because office workers today still use 10,000 sheets of copy paper annually. Even a few days of downtime can cause serious problems for a flourishing organisation.

In this guide, we discuss when you should switch suppliers, what that transition looks like, and how to find a quality partner you can trust.

When to consider switching to a new print supplier

Is now the right time to switch?

Regardless of economic sector or business size, you could be afflicted by any number of problems that might signal it’s time to change suppliers. When productivity slows down, and your staff are under unnecessary pressure, you may have outgrown your current partner.

Examples of problems you might be having include:

• Regular device breakdowns.
• Slow response and repair times.
• Lack of any proactive maintenance.
• Unpredictable and growing costs.
• Outdated technology and functionality.
• A need for more energy-efficient devices.
• Your organisation needs more scalability.

Additionally, these days businesses are thinking more about their security than ever before, especially as enforcement under the UK General Data Protection Regulation and Data Protection Act 2018 grows.

Modern printers and photocopiers are essentially networked computers, which has led to a rise in data breaches. It’s estimated that the cost of data breaches related to print is about £1,028,346 per incident.

Any or all of the above could motivate you to change supplier, but that still leaves the uncertainty of how to do it without worrying about downtime.

Switching to a new print supplier: How it works

Switching to a new print supplier can be seamless with the right partner. Businesses typically need to follow a defined process to ensure a snag-free transition.

Firstly, you must assess your needs. Consider aspects like:

• Monthly print volumes.
• Current contract end dates, plus any mandatory notice periods.
• Whether your fleet is owned or leased.
• Services you rely on, such as cloud integrations and secure print functionality.
• Service levels your business has now.

Typically, this is the point where you’ll begin working with a Managed Print Service (MPS) provider. The reason is that they will handle the entire process for you, including providing you with an action plan for terminating your relationship with your current supplier and managing the transition.

Of course, you’ll likely want to research the partners available to you. What matters is that you’re clear about your pain points from the beginning. Always compare any proposal against these challenges you’re facing now and demand a bespoke print strategy.

Schedule the actual installation of new devices at a low-impact time. Don’t attempt this during your busiest period of the year, especially since you’ll need to set aside time for staff training on new devices and workflows. Ideally, you’ll also be able to coordinate to run your old devices in parallel with your new ones, thereby eliminating downtime entirely.

Additionally, don’t forget your security needs. Modern devices store and process sensitive information on internal hard drives. Part of a successful transition should include securely wiping these old devices and establishing GDPR-compliant security protocols on new ones.

Again, this is something that your new MPS provider should manage for you.

Can you save money by switching photocopier suppliers?

Many firms switch because they’re concerned about how much their printing, copying and scanning functions are costing them. It’s not uncommon for costs to rise over time when processes aren’t streamlined over the years.

Whether you save money largely depends on your current arrangements and your new partner. The best way to save money by changing photocopier suppliers is to move to a Managed Print Service. It’s estimated that 76% of adopters who move to an MPS model save 40% on infrastructure costs, whilst small businesses slash their management costs by half.

In short, there’s a reason why MPS is fast becoming the UK gold standard of printing, and cost is a massive part of it.

What to look for in a quality photocopier and managed print service provider

Your printer fleet is only as good as your partner that supplies and manages it. MPS has been a revelation for countless businesses, but how long your machines last will vary based on your provider.

So, what should you look for in a high-quality partner?

• An all-inclusive supplies agreement that doesn’t charge extra for parts, spares, toner and ink.
• Quality equipment that comes from high-tier brands. Likewise, if they offer refurbished devices, these should still have solid warranties.
• Fast response times, ideally with same-day, sub 4-hour on-site repairs.
• Remote troubleshooting for minor network and configuration issues.
• Automated monitoring to track print volumes and potential issues before they cause downtime. This monitoring is also to provide the supply of toner and consumables before you run out.
• Built-in security features, including pull printing and access controls, to protect your firm’s data.
• Flexible, scalable contracts that grow alongside your business and its printing habits.

Above all, a quality partner will be upfront and transparent about everything their MPS package entails. After all, the last thing you want is to be stung by fees you didn’t expect, lock-in periods, or excessive notice periods.

At Copy Print Services, we work directly with organisations to assess their current infrastructure to see what usage plan and fleet actually makes sense for them.

If you want to learn more about how MPS can simplify printing, cut costs and protect your business from liability, contact us now.