Take 20 minutes to listen to this information packed podcast and learn how CA Technologies partnered with Canon Business Solution to define and implement a comprehensive, sustainability-focused print strategy for their North American operations. In this interview with Brett Prochazka, a Senior Principal of Facility Services at CA Technologies and Steve Lorig, Canon Business Solutions' Account Executive in charge of the project, you'll gain insight into how the project was conceived and executed and how it resulted in some pretty impressive results.
Beginning with the end in mind
In a great example of integrating sustainability goals into the heart of a corporate project, Brett explains how the need to update old equipment morphed into an opportunity to drive sustainability (lower paper consumption and energy use), cost reductions and efficiency improvements (both in the IT department and with employees) throughout the enterprise. By clearly defining key business drivers and objectives ahead of time, the company was able to take a more strategic, long-term approach to the project at hand.
Steve goes on to explain from Canon's point of view, many of the challenges that most businesses face when it comes to defining an effective print strategy. These include the lack of a central owner of print operations inside a company, limited data and insight into the types of technology they have in place or how much they are spending and wasting on printing, paper and energy.
Addressing key printing challenges
According to Canon Business Solutions, the most effective first step is to perform a comprehensive print audit so that you have a solid understanding of your current state and can define an effective plan. When CA Technologies went through this exercise they uncovered some interesting data:
- 40 to 50 different printer models were in use throughout the organization
- Print drivers for those 40+ machines needed to be managed by the IT team
- Less than 10% of print jobs were printed 2-sided (duplex printing)
- A vast number of ‘orphaned' print jobs were identified, i.e. print jobs that were sent to the printer and then never picked up
- Cover pages (or banner pages) were included on every print job to define who ordered it
All of this added up to an inefficient and wasteful process that offered many opportunities for improvement. As Brett explains, "The audit validated what we thought, but didn't know for certain. It allowed us develop a targeted plan and present a good business case to management with data to back it up and sell it."
Technology and process improvements
When it came down to technology, some key improvements were made. First, the old fleet of 40+ printer types was replaced by a substantially reduced number of printers types that only use two print drivers. Secondly, a "Follow Me Print" solution was implemented that required employees to "swipe their card" at the printer they chose for their job in order to get their job to print. This provided several benefits including the elimination of ‘orphaned' print jobs as well as the banner sheets appended to every print job.
In addition, the new hardware put in place provided much more robust visibility and reporting capabilities, as well as fleet (or centralized management) of the printers by the IT team. This reporting capacity provides data for on-going improvements. Also, best practices were implemented (and encouraged via training), like duplex printing and black and white printing as the default. With a robust change management and training program, employees had minimal difficulty adapting to the new solutions and have started making substantial changes in their print habits. This has all resulted in some eye opening results.
To date, some of the benefits of the print strategy include:
- 70% duplex printing up from 10%
- Complete elimination of banner pages
- Elimination of orphaned print jobs
- 28 Million sheets of paper saved at CA's North American offices
- 1100 + trees saved per year
- 30% reduction in overall hardware
- 40+ drivers to maintain down to 2
- Substantial efficiency improvement for IT team
Whew, that's a lot of information. Believe it or not, there is a lot more packed into this 20 minute podcast. Take a listen, or download it and listen to it on your drive home. You'll be glad you did.