An Overview
A law firm operating across two locations wanted to improve its managed print service but was still tied into an existing contract covering 17 multifunctional devices.
Rather than waiting for the agreement to end, VITALE reviewed the existing contract and identified an opportunity to save the firm £48,000 over the remaining term.
Those savings were significant enough to cover the cost of a complete telecoms upgrade to VoIP ahead of the PSTN switch-off – with money still left over.
The challenge they faced
With 17 multifunctional devices operating across two locations, print represented a significant ongoing cost for the firm.
The problem was that the law firm was already committed to an existing managed print agreement. On the surface, this could have made changing its print setup commercially difficult until the contract came to an end.
At the same time, another technology requirement was approaching. The firm’s existing telephone infrastructure needed to be replaced as part of the move away from traditional PSTN services, requiring investment in a new VoIP solution.
VITALE therefore looked at the firm’s Technology requirements as a whole – identifying whether savings within its existing print arrangement could help offset the investment required elsewhere.
The Problems That
Demanded Action:
Tied into an expensive print agreement
The firm still had time remaining on its existing managed print contract, meaning simply waiting for the agreement to expire would have meant continuing to pay its existing costs.
VITALE needed to establish whether there was a financially viable alternative.
17 devices across two locations
With a fleet of 17 multifunctional devices spread across two offices, any new approach needed to maintain the print, scanning and copying capabilities teams relied upon every day.
A telecoms upgrade was required
The firm’s existing telephone infrastructure also needed modernising as traditional PSTN services were being phased out. Moving to VoIP would provide a modern replacement, but represented another technology investment for the firm to consider.
Two projects needed to make commercial sense
Rather than treating managed print and telecoms as unrelated costs, VITALE looked at where savings could be achieved across the firm’s wider Technology requirements.
The goal was straightforward: reduce ongoing costs without compromising the services its teams depended upon.
How VITALE turned print savings into wider Technology improvements
VITALE reviewed the firm’s existing managed print contract, fleet and ongoing costs alongside its upcoming telecoms requirements.
The review identified substantial savings within managed print, creating an opportunity to fund the firm’s move to VoIP while still reducing its overall expenditure.
Managed Print: £48,000 saved over the remaining contract
Despite the firm being tied into an existing agreement, the new solution delivered a projected £48,000 saving over the remaining contract term.
Crucially, this wasn’t simply a future saving once the old agreement expired. VITALE was able to demonstrate a commercial case for making the change while the firm was still committed to its existing contract.
Telecoms: Funding the move to VoIP
The savings generated through managed print were enough to cover the cost of upgrading the firm’s telecoms infrastructure to VoIP, with additional savings remaining.
VITALE installed the new system to prepare the firm for the move away from traditional PSTN services and provide a modern platform for its communications.
You can find out more about the change and what it means for UK organisations in our guide to the PSTN switch-off.
Fleet: 17 devices across two locations
The firm’s managed print solution covered 17 multifunctional devices across two offices, ensuring its teams continued to have access to the print, copy and scanning capabilities required for everyday work.
Rather than focusing on cost reduction alone, the solution was designed to maintain the performance and support required across both locations.
Support: One Technology partner
With VITALE managing both services, the firm gained a single Technology partner for its managed print and telecoms requirements.
This created a more joined-up approach to ongoing management and support, while reducing the need to coordinate multiple suppliers across its offices.
The numbers tell the story
The project demonstrated that being tied into an existing agreement doesn’t necessarily mean an organisation has to wait until renewal to make a change.
Saved over the remaining print contract
New devices installed
Office locations supported
One saving, two Technology improvements
The law firm initially faced two separate requirements: an expensive managed print commitment and the need to invest in new telecoms infrastructure. VITALE demonstrated that the two didn’t need to mean additional expenditure.
By delivering £48,000 in managed print savings over the remaining contract term, the firm was able to fund its move to VoIP, modernise its communications ahead of the PSTN switch-off and still achieve an overall saving.
Could your print or telecoms
set-up be due an upgrade?
Whether you’re managing devices across multiple locations or reviewing your existing telephone system, VITALE
can assess your current setup and identify where costs, reliability and day-to-day management could be improved.