How can you measure and communicate the impact and value of managed print services and printing less?

1 Define your objectives and metrics

Before you begin to measure and communicate the impact and value of MPS and printing less, it is important to define your objectives and metrics. Ask yourself what you are trying to achieve with MPS and printing less, how you will track your progress, and how you will align your objectives and metrics with your business strategy. Common objectives and metrics for MPS and printing less include cost savings, efficiency and productivity, security and compliance, as well as sustainability and social responsibility. Cost savings may include hardware, consumables, maintenance, energy, and paper expenses. Efficiency and productivity can be increased by streamlining print workflows, automating tasks, reducing errors, and enabling remote and mobile printing. Security and compliance can be improved by securing print devices, data, documents, and complying with relevant regulations. Finally, sustainability and social responsibility can be improved by reducing paper consumption, waste, carbon footprint, as well as supporting green initiatives.

2 Use data and analytics

To measure the impact and value of MPS and printing less, you need to use data and analytics. Data and analytics tools, such as print audits, print management software, and print sustainability calculators, can help you monitor your print environment, identify opportunities for improvement, and quantify your results and outcomes. Your MPS provider should be able to provide you with dashboards, reports, alerts, and recommendations to measure and communicate the impact of MPS and printing less. A print audit can establish a baseline, identify gaps and inefficiencies, and set realistic goals. Print management software can enforce policies, track usage, apply rules and quotas, route jobs, and generate reports. A print sustainability calculator can show how much paper, trees, water, energy, CO2, or landfill space you are saving or avoiding by reducing your print volumes. This can help raise awareness of sustainability efforts and demonstrate commitment to social responsibility.

3 Communicate effectively

In order to communicate the impact and value of MPS and printing less, you need to use the right methods, messages, and mediums to reach your target audience. It’s important to tailor your communication to suit your audience, such as by using relevant language, data, examples, and stories. To effectively communicate the benefits of MPS and printing less, you may need to use multiple channels such as email newsletters, intranet posts, webinars, presentations, posters, flyers, or videos. You can also use social media, blogs, podcasts, or case studies to share success stories with external audiences. Additionally, communication should be a two-way process; you need to encourage feedback and participation from your stakeholders and employees. This can help you measure the effectiveness of your communication and foster a culture of collaboration and continuous learning.