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Imaging & Printing Assessments: Insource or Outsource?

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When determining how to best execute an Imaging & Printing Assessment, one of the first decisions you’ll have to make is whether to insource or outsource the assessment. There are merits to both strategies, and also to “splitting the difference” and collaborating with a partner organization that specializes in assessments. Before closely evaluating the options, let’s begin with the end result in mind. 

The Final Deliverable

The final deliverable of an Imaging & Printing Assessment can range from a simple spreadsheet to a comprehensive binder. Ultimately, you want the final deliverable to be an accurate accounting of your true imaging and printing costs. It must be easy to understand, and it must be action-oriented, meaning that your organization can take action as a result of the assessment findings. 

In order to build your final deliverable you will go through two major assessment phases: Current- and Future-State. Both phases require a combination of raw data, time, knowhow, and software-based assessment tools. The Current-State Analysis involves evaluating all of your existing costs, while the Future-State Analysis involves building an action-oriented plan to reduce cost while maintaining or gaining functionality. 

During the Current-State Analysis, you want to evaluate:

• Copier contracts
• Monthly service invoices
• Toner purchase history
• Device usage patterns
• Device physical locations
• Various operations or workflow processes that affect end user productivity

During Future-State Analysis, you build a plan that includes:

• Device lifecycle refresh
• How to implement the appropriate corporate governance
• How to become more green
• Buy vs. lease considerations
• Strategies to reduce paper waste/pages printed
• A plan for ongoing device management

Insourcing

The most significant reason to complete an assessment in-house is keeping your raw data confidential, especially if your organization has policies that forbid sharing the raw data necessary to perform your Current-State Analysis.

Another big reason to insource is timing, as outsourcing to a partner organization may result in a more lengthy assessment than you require. By performing the assessment yourself, you can focus on those areas that are most critical, while some partner organizations or consultants may focus on larger, more complex assessments that take more time to complete. 

To organize the data and complete the analysis required for the assessment, most calculations can be created using a spreadsheet, meaning that with some research and time you can create the tools yourself. 

Outsourcing

If you choose to outsource the assessment, you need to be comfortable sharing information, as missing or estimated data will cause the assessment to lose accuracy and validity. Therefore, choose a partner organization you can trust, and have their representatives sign an NDA if needed. 

The most significant reasons to outsource are tools, talent and time. Partner organizations or consultants that specialize in imaging and printing assessments have software tools specifically made for the task. Assessment software tools go way beyond the capabilities of spreadsheets. For example, many of these tools have pre-populated industry data for benchmarking, and the ability to upload floor diagrams to help create great visual references.

In addition, a consultant’s staff will likely include analysts that have performed similar assessments to yours. These individuals who are familiar with imaging and printing assessments know the “gotchas,” and are in tune with intricate details that you may not know to consider. 

Lastly, by outsourcing you don’t have to devote as much internal staff time to the project.

Collaborating

The strategy I have seen work best is collaborating. Companies benefit by keeping the most sensitive data close-to-hand, but also share big-picture information and not-so-sensitive data with your assessment partner. This ensures that the right kind of information is being evaluated, and being evaluated accurately.

Sometimes, when assessments are insourced, key components can fall through the cracks simply because nobody has taken ownership of the project and made it a priority over other initiatives. Including an outside partner whose top priority is to get the assessment done accurately and efficiently, and pairing them with internal teams responsible for moving on action items, can help keep everyone on track.

Having stakeholders on the inside is beneficial from the provider’s perspective in that there is more ongoing communication throughout the assessment. This ensures that the project continues moving in a timely manner, information assessed is current and correct, and that the final deliverables are in line with expectations.

Lastly, when there are experts providing the consultation and insiders that have some ownership, it’s more likely that recommendations will be implemented after the assessment is complete.

Your Thoughts

Has your organization completed an Imaging & Printing Assessment? What approach did you take? What challenges did you face? I encourage your feedback and questions.

Jeffrey Goldstein is Senior Consultant at MCPc and is responsible for the delivery of hardcopy and value-added services within the Lifecycle Management Group. Connect with Jeff on LinkedIn.