"Šiaulių Bankas" have chosen Managed Print Services

It was noticed that external managed print services have significantly grown in the market, i.e. all the economy of printers, copiers and scanners, administration and maintenance is overtaken by a company which specializes in this field.

This service is especially attractive to large companies having a lot of branches. ‘Among our clients there are: SEB bankas, Lietuvos draudimas, Vilniaus oro uostas, Lietuvos verslo paramos agentūra (LVPA), DNB bankas, Ūkio banko lizingas’, Vykintas Stakėnas, part of Atea group Biznio mašinų kompanija, (BMK) company, XEROX partner in the Baltic States, the Deputy General-Director, the promotion of business development, says. ‘The fact that companies from financial field were the most interested in this service was not surprising, as they have to make evaluations and see what is worth doing and what is not.’

Want to make savings? Calculate!

This year, In March, Šiaulių Bankas, which owns 52 branches and consumer departments in the Lithuania, has decided to hand over their economy of printing and copying to professionals.

‚It is crucial that all operations went fast and smooth for such an institution as bank. While saving valuable time of clients, we want that daily operations would be effective as possible; therefore we cannot allow that our procedures would be disturbed by technical problems, e.g. broken printer or queues next to the copying device. Another reason why we decided to hand over this work to an external company is that we want to make savings‘, Jonas Bartkus, Šiaulių Bankas, head of IT service  says, ‘we think that in perspective of time, our expenditure will reduce up to 16 percent. We have been using the service for half a year and a lot of structural changes have been made, thus it is hard to tell the gauge of savings, but principally, it have already lived up to our expectations: IT personnel of the bank does not have to take care of printing economy, therefore they can focus on other tasks and all the staff can count on obtaining urgent help when facing problems concerning printing or copying.’

As V. Stakėnas claims, the usual cause of making the decision: handing over to the external printing and copying economy maintenance, is a wish to reduce expenditure: ‚When we enter new company or institution, in the first two months we make observations of all the equipment. The results lets us determine the cost of one print. The cost of a print is the most objective gauge of expenditure. It shows the situation much better than the general printing expenditure as amounts of printing may change very quickly. Only after evaluation of a print cost we may start searching for solution in order to reduce printing expenditure and make it more convenient to use.‘

Expenditure is generated by excess of equipment

The cost of a print is depended on various factors: the amount of equipment and technical condition, effectiveness, printing processes, consumables used, etc. Often companies think that if their equipment is new that means it is working optimally. The costs are determined not only by the quality of equipment, but also from the scheme of equipment networking. The biggest unnecessary expenditure generator is the excess of equipment. The bigger organization is, the bigger amount of unnecessary equipment it buys. Usually, after optimization, about 50 percent of equipment is taken out.

‚To face the cases when attracted to larger discounts, specialists of procurement buys more equipment than needed. Supposingly, when buying not two, but three copying devices the discount of 20 percent is made. Without getting out of attraction, specialists of procurement buys three instead of buying two devices as planned. Does a company win for this discount? No, it spends more money and puts additional device, that uses electric power.

Also, invisible expenditure is made by non-networking equipment, therefore while evaluating customer‘s printing economy, we seek to take out printers that are not attached into the network. If there is such an equipment, we cannot monitor all the processes and expenditures and tell the customer what are exact amounts of printing and how much does it cost. Only knowing the current situation we may set goals: e.g. to reduce printing amounts or their cost‘ Vykintas Stakėnas claims.

The switch from fixed costs to non-fixed is one of the major advantages of the service, according to V.Stakėnas. You pay only for the amount that you've printed. If printed less – get reduced costs. Therefore it is possible to directly influence costs which is difficult to do while managing economy of printing themselves, when large amount of money is continuously invested into renewal of equipment.

Attractive additional options

Managed print service can be implemented to different extent. Some of the institutions expect more than just savings but also different options. ‚Popular safe printing and scanning function, which usually is realized through card system‘ V.Stakėnas says. ‘Printing starts when the entrance card is pressed to a card reader. This ensures that prints would be taken by an employee, and scanned documents will be sent straight to his e-mail: unnecessary to enter address and no opportunity to send it outside the company.