Cutting costs while saving time at a Top 10 UK Law Firm
Xenith was invited to a benchmarking exercise undertaken by a top 10 UK law firm that was looking to benchmark its efficiency with firms of a similar size in order to pursue best practice and gain competitive advantage.
Benchmarking revealed that the firm had too many devices per person - resulting in high costs of consumables, maintenance and time taken to manage the devices.
Conversely, the number of pages printed on each device per day was very low, indicating that machines were not being utilised to their fullest extent.
Similarly, the benchmarking revealed that the number of employees working in the print room could be reduced, while the number of pages printed could be increased, with the right workflow and equipment.
Cost savings through consolidation and optimisation were essential goals. This had to be achieved without compromising device availability, accessibility or document security.
Xenith uncovered many opportunities to save time for users and improve the processes related to document production. Employees had been spending too much time hole-punching large amounts of paper before filing, for example.
In addition, scanning into various applications was a cumbersome process. Similarly, copying involved too many clicks. Users complained that existing machines took a long time to ‘warm up’ from sleep mode.
Another major objective was to reduce the amount of wasted print and total carbon footprint of the organisation. Security around documents was also a priority.
Improve the speed and time related to document process
Reduce carbon footprint
Increase document security
Xenith optimised the document infrastructure for the office floors and print room. Firstly, the number of users per device was increased from 3.75 to 11 and the number of pages per device per day increased from 297 to 838.
While there are now fewer devices than before, they are better utilised. The older printers have been replaced with robust Multifunction Devices capable of printing high volumes very quickly.
In addition, a follow me solution delivered a real improvement in device availability, despite a reduction in the number of devices.
Each floor now has a robust 95 page per minute device (Xerox D95), a device capable of high quality colour (Xerox WorkCentre 7556), and a smaller, convenient device (Xerox Phaser 4600) for low-volume jobs.
Although all printers are capable of printing in full colour, they are set to print on both sides of the page in black and white, unless otherwise specified by the user. This reduces the carbon footprint and cost.
In order to ensure printer availability when needed, all new devices are on a follow me system, fully-integrated with the firm’s existing cost recovery solution. Users can now retrieve their document at a printer of their choice in any of their offices in the UK.
A Docu-care expert from Xerox is permanently on-site, and handles the first level of support required by users. The Xerox expert ensures that all printers are supplied with consumables and running smoothly at all times.
The print room was also optimised. The number of operators was reduced from 14 to eight. This may seem dramatic, but it is in line with the industry standard for the volume produced. To ensure a high level of productivity, the layout of the room was optimised to reflect the workflow.
Cross-functionality was delivered on all devices, and all eight staff members were trained to carry out a diverse range of jobs as a contingency measure.
Finishing capabilities and turnaround times were improved by adding on-line booklet makers and all devices are colour-calibrated for consistency.
A saving of £500,000 per year will be made with the implementation of the solution. These savings come from a range of factors including a competitive cost per page, power-efficient devices, reduced number of print room operators and reduced wastage due to the follow me solution.
As employees retrieve their print jobs at the device with their swipe cards, uncollected/unwanted jobs simply do not get printed. This eliminates piles of uncollected print from building up at the output tray.
The online hole puncher and other finishing capabilities on the new office devices have made tiresome jobs quick and easy. The time taken to scan documents has also been reduced as only two buttons have to be pressed at the device instead of several.
Users are delighted with the robust new devices, which are quick to wake up from the power saving mode, and downtime has been dramatically reduced.
In the rare event that a device does undergo maintenance, the users can now simply walk up to another device and retrieve their print job from there instead.
The Xerox DocuCare Expert ensures that devices are supplied with consumables at all times for uninterrupted and hassle-free use.