How managed print solutions helped one of our clients to meet their print environment challenges

As part of our regular series of client case studies we look at dynamic UK company, Hotels4U, and how our bespoke managed print solutions helped them to manage a diverse set of print environment challenges.

Background

Hotels4U employs over 200 staff, has a multi-award winning website and offers its customers a competitively-priced online booking service for over 200,000 hand-picked properties, from budget to luxury, in top worldwide destinations. 
ICA Digital has assisted Hotels4U for 10 years, starting with the provision of a single multifunctional device which incorporated printing, scanning and copying capabilities. As the business grew it became clear that an integrated approach was needed with managed print solutions providing a holistic approach to the print infrastructure challenges the business faced.

Today the Hotels4U headquarters benefits from the provision of ICA Digital's expertise with approximately 6 desktop printers, 7 multifunctional devices and print management software, which have been provided in a bespoke managed print solutions package created specifically for Hotels4U to address the business's print challenges.

 

Challenges

Hotels4U's growth meant that their uncoordinated print infrastructure was channelling resources away from the core business and did not contribute to efficiency. Without cohesive managed print solutions, the company's much earlier acquisition of desktop printers, with no service provision or cost-control facility, was failing to meet the company's needs in several crucial areas:

  • There was no cohesive company strategy for the purchasing and provision of consumables including paper, inks and toners or hardware service agreements
  • Uncontrolled printing led to increased expenditure and difficulty in controlling the associated costs
  • There was no visibility of print habits (in a co-usage situation), leading to lack of control in cost centre and budgetary allocations
  • High print costs and paper wastage needed to be reduced
  • There was a recognised need to future-proof print systems to allow for the company's continued growth

Managed print solutions

 

Solutions

To design managed print solutions which would meet all these challenges cost-effectively and efficiently, ICA Digital undertook an extensive audit of Hotels4U's market offering, their existing hardware, consumable requirements and purchasing history.

A further significant consideration was the specific challenges inherent in a fast-moving business environment handling large volumes of personal data. ICA Digital created a structured managed print solutions programme for Hotels4U which would address the company's existing and future print infrastructure demands, while ensuring that any future changes to the already complex area of data protection regulation could be implemented with no disruption to the business.
This bespoke managed print solutions package included the installation of highly cost-efficient multi-functional print devices allowing the acquisition of resources to be streamlined. This managed print solutions approach means that as the chosen supplier ICA Digital will provide all the printing, scanning and copying equipment, the relevant consumables for every device and a comprehensive programme of servicing and support. Having a single point of contact allows Hotels4U to achieve profitable cost control and budgetary planning.

Managed print solutions have ensured that the business's print processes are streamlined and efficient. The selected managed print solutions software allows a document tracking strategy as well as improved document security, storage and retrieval (which is also a crucial element in data protection). Security safeguards are kept up to date and this cohesive approach to the print infrastructure users, devices and documents establishes optimal visibility and printing environment efficiency.

Conclusion

At ICA Digital, our integrated approach to managed print solutions has achieved a 30% reduction in costs for Hotels4U's print infrastructure. Additional benefits include environmental sustainability with greatly reduced paper usage (and wastage). In creating and implementing a bespoke managed print solutions package ICA Digital has achieved a cost-control solution, enhanced employee efficiency and future-proofed the business for growth. 

To discuss our print management solutions, please call 0800 393989.

Smallfield, Surrey, RH6 9NW 0845 207 7000

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