Adapting your printing process to hybrid working

As we all know, the pandemic has changed the way we work completely. For many organisations, the pandemic introduced the phenomenon of working from home, which has gradually morphed into a hybrid working model for a number of workplaces. For staff, this can mean a more optimal work-life balance, and for organisations, it’s resulted in an increase in productivity and output in many cases. Either way, the hybrid work model is seemingly here to stay.

However, with a new way of working for thousands of companies across the world, comes with it new workplace challenges. From evaluating the need for now-extensive office space, to navigating virtual calls and meetings, the significant changes in working in a relatively short space of time has meant that organisations need to be proactive in searching for practical solutions to challenges such as these.

For many organisations, these changes in working are highlighting a need to understand their current Multifunctional Print Devices (MFD) estate, as they look to move to a more digital hybrid way of working. The printing needs for many organisations may have changed following the introduction of hybrid ways of working. Now, a printer needs to serve the needs of staff both physically and digitally and maintain efficient workflows both in the office and remotely.

Why reviewing your current MFD state is important

Doing a full review of your current print solutions in place can help identify problem points and areas which are not currently working well for the business. With the introduction of hybrid working, this is especially important, as the ways in which staff members use printing devices are also evolving to fit in with a new way of working going forward.

Reviewing and understanding your current estate could look like:

• An audit of your current MFD estate
• An assessment of your print volumes pre and post Covid-19
• A review of your existing printing policy to make efficiencies

Carrying out the above activities can help identify what improvements and changes are needed to your current MFD set-up and how it can work more efficiently for a hybrid working model, including ways to help you save money by updating your MFD estate. However, the process of carrying out these activities can be time-consuming for a typical organisation, and not all organisations have the in-house expertise to do this effectively – that’s why it can be useful to have a framework in place to help streamline and increase efficiencies in your printing network.

How can a framework agreement help?

YPO offers a framework specifically designed to help you with your printing needs. Within the framework, Lot 4, ‘Print Consultancy Services’ is available, which has been designed to help organisations that do not have the time and/or expertise to assess their current printing position, and redesign a new strategy in line with new and more mobile ways of working.

Lot 4 has a number of independent vendor-neutral suppliers who can provide print consultancy services to support you. The suppliers will use their knowledge and market expertise to help you through various steps such as:

• Reviewing business strategies and printing policies
• Understanding your current MFD position, up to and including:
  • The number and location of each device across the estate
  • Your historic and future printing volumes
• Reviewing printing policies
• Identifying process efficiencies and new digital solutions
• Technical specification drafting
• Evaluating tender responses

How to get started

To find out more about how print consultancy services can help streamline your organisation’s printing processes, take a look at the Multifunction Devices information page here. To view the framework, click here.

If you’ve got a question or would like to chat to someone about our print consultancy service offering, please contact the CCS team.