Managed Print Services Implementation Process

Implementing MPS: Managed Print Services Process

Every client is unique, so to begin the process we need to complete a full and totally free audit to uncover your needs, requirements and existing printing environment. This enables us to come up with a streamlined and cost effective solution.

Our objective will be to analyse all business-relevant document flows in order to increase productivity.

With that said, there is a typical process that we go through with all our clients. To give you an idea of how implementing a Managed Print Services solution might look for you, we’ve listed the standard process below.

The process is a collaborative one, designed to have minimum impact on your staff.

Free print audit

Agree the project scope role out for week 1 – Cost: £0 FREE
Discuss the timescale
Discover the current state
Install printer discovery software to begin analysis of fleet

Site visits
Collate’s staff will visit your site and, using floor plans provided, will plot your print/copy devices. This is an essential part of the process for producing the future designs
Initial discussions on a ‘print policy’ will begin

Exploring the options
Using the collected data we will present you with a number of cost effective solutions compared with your ‘current state’
With input from you we will agree the print policy and the preferred future state

Agree the way forward
Using all the information gathered, and our 20+ years experience in the industry, we will provide you with a proposal showing you where you currently are, your future state, the savings and detail into how they are achieved

Testimonials

I and the RNLI would recommend Collate Business Systems as a supplier as they are always fast and efficient. The staff are friendly and ready to help, offering every solution possible.

...

RNLI

Caroline Slater, Networks and Telecoms,

Poole, Dorset.

After lengthy careful consideration, we at Austinhawk estate agents decided to sign up with Collate for a Konica Minolta C250i. While we were not initially in a rush for delivery and installation our situation changed becoming urgent as we had no print facility. Collate responded by installing at our office...

Austinhawk Estate Agents

Barry Austin, Director,

Austinhawk Estate Agents, Andover, Hampshire

Collate have supplied and maintained the Macmillan Caring Locally photocopiers for years. The reason we use Collate is that they consistently provide a fast, professional and responsive service at a competitive price. They are genuinely a pleasure to work with – the whole team are so friendly and always willing...

Macmillan Caring Locally

Neal Williams, Trust Secretary,

Christchurch, Dorset.

Collate inspired confidence from the start by listening to our needs here at U-Drive, and using their knowledge to provide excellent advice at a competitive price; that coupled with the smooth transition I have no hesitation in recommending them.

...

U-Drive

Richard Sutton, General Manager,

Portsmouth, Hampshire.

Thank you Collate! Bournemouth Foodbank’s printer was so old and we were beginning to have issues with even printing out the vouchers to send to our referral agencies, enabling them to give local clients in crisis the form they need to receive a 3 day food parcel. As a small...

Bournemouth Foodbank

Deborah Bramley, Bournemouth Foodbank Project Director,

Bournemouth, Dorset

Over the past five months, I have been working with Simon on a managed printing solution for our company, Ross Brooke Ltd. Making this change was a big step for our company and throughout the process, from initial discussions, proposal through to contract signing, installation and training we have been...

Ross Brooke

Jill Glasgow, HR/Office Support Manager,

Newbury, Berkshire

Liaison with Collate has been through Simon Kapuscinski. From the onset of obtaining a quotation for a leased photocopier through to installation, Simon has been very professional and explained every step in a clear concise manner. Date given for installation was kept and undertaken in a professional manner with no...

Special Auction Services

Laura Inglut, Administration & Accounts,

Newbury, Berkshire

We have been delighted with the high level of service and professionalism provided by Collate Business Systems and Simon Kapuscinski. Superb levels of support and unrivalled technical expertise which has considerably reduced our office copier costs and increased productivity and reliability. Approachable and friendly staff who go the extra mile...

Bluebird Holidays

Steve Ring,

Weymouth, Dorset

I am very sorry that it has taken me a while to reposed to your e mail but I am very happy to provide a testimonial in this instance. You will recall that I was very suspicious when you first phoned our offices and explained your proposition. I agreed to...

St James Place Wealth Management

Malcolm Edwards FPFS, Chartered Financial Planner,

As a dynamic and technology led company we have to have the best in-house technology in place. Working with Collate has allowed us to maintain this high standard, implement time savings and cost efficiencies, and ultimately save money in the process

...

iMAG

Charli Harding, Co-founder & Director,

Poole, Dorset

Thank you so much for our new printer and all your help setting it up. It is going to help us so much with all our projects. From Ali and all the team at Pancreatic Cancer Action.

...

Pancreatic Cancer Action

Ali Stunt, Founder & Chief Executive,

Oakhanger, Hampshire

We are delighted with our new print solution and Bizhub machines from Collate. From the initial needs assessment through to installation and training, Collate has demonstrated a high degree of professionalism and expertise, and we look forward to a continued relationship

...

Rollalong

Michael Bretton, IT Manager,

Wimborne, Dorset

Our company has recently switched to Konica Minolta MFDs and we have worked with Mark and Adrian from Collate to replace our existing fleet of Canon devices. The transition to the new fleet of KM machines has been very smooth. Mark and Adrian have gone out of their way to...

Carlisle Fluid Technologies

Dan Banning, IT,

Bournemouth, Dorset.

Very professional and competitive on price. Paula is always able to help out and look for the best deals and comes back with suitable recommendations when the item we requested is not available. We will continue to recommend Collate Business Systems to others.

...

Bomb Cosmetics

Charlotte Chambers,

Bournemouth, Dorset.

St John Ambulance are very pleased with the service and help we receive from the office and engineers. They are always very knowledgeable and take time to explain in detail. The engineers are always very friendly and helpful and make the effort to ensure that we receive a fast response...

St John Ambulance

Elaine Leighton, Sales and Marketing Manager,

Dorchester, Dorset.

Last year we conducted a rigorous review of our office equipment suppliers; we are now delighted to confirm that Collate Business Systems Ltd supply the whole group! Which includes “Olds Motor Group”, “The Wasabi Company”, “The Watercress Company” and “Highwood”. From the very start Collate were professional but friendly; we...

The Watercress Company

Andrea Guppy, Senior Administrator,

Basingstoke, Hampshire.

We did a lot of shopping around for a printer which would best suit our business needs. When we spoke to Mark at Collate he ran through all of our options and costs, then provided a printer which exceeds our expectations and saves us money every month! All of that...

Platform One Limited

Jeremy Sims, Operations Manager,

Wimborne, Dorset.

Collate’s installation of our new Konica Minolta Bizhub C284e was amazingly painless and we are delighted with the performance of not only the copier but also the Collate team who have been easy to contact and quick to respond to any issues. Wonderful to be dealing with real people again!

...

Admiral Marine Ltd

Jane Dodd, Business & Financial Manager,

Salisbury, Wiltshire.

Collate Business Systems work closely with The IT Department on key accounts where a full range of business office services are required. Because most printing services now touch the LAN and often the server, The IT Department would rather partner with a company who understand these technologies. Collate understand IT...

The IT Department

Matthew Newnham, Strategic Development Manager,

Bournemouth, Dorset.

Collate Business Systems has provided Chapman+Co with printers/photocopiers for over 10 years now. We have always been very happy with the service they have provided. Their response is always rapid, helpful and completely customer focused. Their costs are also very competitive. We would definitely recommend Collate to anyone.

...

Chapman+Co

Vicky Dalton, Practice Manager,

Winchester, Hampshire.

It was important for the school to source a partner that had the ability and knowledge to provide the discovery/recommendation and solution the school required but most importantly, post installation Collate were there with extensive training and support for our staff. The solution from Collate offered powerful reporting tools allowing...

Budmouth College

David Bone, Director of HR and Finance,

Weymouth, Dorset

Barrell Tree Consultancy have been sourcing multi-function office machines from Collate Business Systems for almost ten years. During that time, they have consistently delivered an excellent service with rapid response times. We have found them to be friendly, helpful and focused on solving any problems that do occur with minimal...

Barrell Tree Consultancy

Rosalind Barrell, Company Secretary,

Fordingbridge, Hampshire.

United World School of English has used Collate for a number of years. They are friendly, professional and efficient, always happy to help no matter how trivial the problem. We would thoroughly recommend them to any company that is considering using their services.

...

United World School of English

Yvette, Director of Studies,

Bournemouth, Dorset.

Collate Business Systems have supplied Hearnes Estate Agents since our first day of business back in the 1990’s and still supply all our printing scanning and copying requirements today. They have always supplied both quality products and services to Hearnes and I would strongly recommend them to any company looking...

Hearnes Estate Agents

Sally Gravener, Managing Director,

Bournemouth, Dorset.

Collate Business Systems have supplied Abacus Repro for many years now, they have made efforts to understand our business-constantly monitoring what we do and ensuring we have the correct technology. Their business ethics and attention to customer service is refreshing in this day and age. They are straight forward open...

Abacus Repro Limited

Kevin Smith,

Salisbury, Wiltshire.

Frost & Company have been using Collate Business Systems for our photocopy and printing needs for close to 20 years and throughout that time have been totally happy with the service we have received. Their response is always rapid and nothing is ever too much trouble. They keep us up...

Frost & Company

Stephen Frost,

Wimborne, Dorset.

Being the largest serviced office complex in South Dorset, we must have excellent copying/printing services for our 50+ tenants. Collate Business Systems has provided that since we started up in 2007. They have also helped several of our tenant businesses who have progressed to their own separate requirements.

...

Lynch Lane Offices Limited

Charlotte Buckle, Director,

Weymouth, Dorset.

We have dealt with Collate Business Systems for all our copying systems since the 1990’s, because they represent service and price = great value for money.

...

Comms UK Limited

Geoff Timms, Managing Director,

Wimborne, Dorset.

As a company we have been utilising Paula’s professional expertise in printers and consumables for many years. Whether it’s a toner cartridge for an old workhorse or advice on what new printer to purchase, Paula is the person to contact. We wouldn’t use anyone else.

...

Northampton Diesel

Claire Payne,

Northampton

I have dealt with Collate Business Systems for a variety of print consumables and machines for many years. They offer great advice on everything from a large format printer to a budget inkjet fax machine, and I have bought many machines from them over the years, at VCP Services. They...

VCP Services LTD

Vince Clamp, Director,

Pennington, Hampshire.

Marden Edwards have a strong and productive relationship with Collate who have supplied us constantly for the past decade or more. We require flexibility around support and that area has been tailored to our needs. Collate are a professional company who seem to instinctively know our pain points and are...

Marden Edwards Ltd

Pierre Daniel, Purchasing Manager,

Wimborne, Dorset.

As a specialist volume printer it was important that Dupli-Service not only had heavy duty equipment, capable of printing high volumes at speed, but that they also had excellent print quality and reliability. In an age of throw away technology, this is often hard to find. After much research we...

Dupli-Service

Richard Ferns, Business Owner,

Poole, Dorset.

Craftwood Banqueting Seating Specialists have always dealt with Collate. We find them flexible, always ready to help and nothing is too much trouble. A few years ago we had a temporary office for six months and required a short term rental. Collate provided equipment tailored to the purpose with no...

Craftwood Banqueting Seating Specialists

Mandy Lofthouse, Finance Director,

Hurn, Christchurch, Dorset.

The relationship between Kings Bench Chambers and Collate Business Systems dates back to early 2001. Since that date they have provided quality products and service. We require integrity from our suppliers that is beyond reproach, Collate are not found wanting. When we contact them we are not a number in...

Kings Bench Chambers

Alan Conner, Senior Clerk,

Christchurch, Dorset.

Mortgage Intelligence have worked with the Collate team since March 2000, 14 years and have enjoyed a great working relationship. Collate have always supplied us with quality products – we currently have a number of Konica Minolta Bizhub C224’s and use servicing as is required, via their new remote monitoring...

Mortgage Intelligence

Richard Morgan, Project Manager,

Bournemouth, Dorset.

Collate have provided all that I could ask. A professional attitude yet not detached. I know that Collate really care and have revealed this with their approch to after sales service. Collate have shown themselves willing to tackle issues in an innovative and collobrative manner to benefit the school.

...

Parkstone Grammar School

Gavin Glegg, Administrator,

Poole, Dorset.

We are so pleased with our new printer, this is the first time we have stepped away from our small everyday printers to our new Collate machine, I now wondered why we didn’t do this sooner!!! The information and service we have received has been fantastic. I would definitely recommend...

Rowe Financial & Insurance Services Ltd

Becky Rowe, Director,

Salisbury, Wiltshire.

Collate business systems have supplied Aim Aviation for many years with colour/black and white multi-functional hardware, we are especially pleased with the scanning capabilities of the Bizhub equipment; it is without hesitation I recommend this company and staff.

...

Aim Aviation

David Ward, Finance Director,

Christchurch, Dorset.

I just wanted to thank you for our new BizHub. Firstly I am really pleased with the machine, we have done a couple of thousand on it already with no hiccups, very straightforward to use and the quality is excellent even on the heavier card stock. The team at Collate...

PP Printing

Richard Oswald,

Christchurch, Dorset.

I would like to pass on our thanks to Collate delivering an excellent customer service to us today. I reported a fault at 11.47am today and by 13.45, Mark had attended site and our machine had been repaired. Please pass on our thanks to all staff concerned.

...

Schlumberger

Christine Herring, Facilities Supervisor,

Southampton, Hampshire

Since Collate have installed their Remote Managed Service we no longer have to think about ordering toners, supplying meter readings or reporting any service issues leaving us free to concentrate on our own work.

...

Mark Pincott MPA Associates

Mark Pincott,

Bournemouth, Dorset.

We have worked with Collate for many years as suppliers of our large output copying devices. In addition to our maintenance and support requirements, they recently installed a remote print service capability which allows them to manage our output devices online. The Collate team have always provided a professional supply,...

Parkegate Engineering Ltd

Neil Winkley, Managing Director,

Poole, Dorset.

The service is 1st class, so easy to order & any technical queries or pricing issues you may have are so easy resolve. I am not getting any favours for this reference, just wanted to tell other customers if you want to speak to friendly nice genuine people who will...

AMI Marine

David Ward, Finance Director,

Southampton, Hampshire.

Collate have been our printer and consumables consultants for many years and have given us valuable advice on what would best suit our needs while giving us great value.

...

Fastline Group

Finance Director,

Camberley, Surrey.

We were promised by Collate savings of between 20 and 30% on our overall spend, I couldn’t see how this could be achieved as we believed we had a good understanding of our costs. After implementing Collates MPS offering we are now saving approximately 27%. Simple things like default B/W...

Schools

A Dorset School

As health care professionals it is vital that we print securely, we had been using the machines pin numbers, but moving to a “Follow me” print solutions has proved invaluable as everything that is printed is now secure.

...

Healthcare

I didn’t understand the volume of documents that were being printed, we had no control on where it was being printed, via Collates MPS and “rules based printing” software, and we can now control all documents and send them to the correct equipment.

...

Oil & Gas

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Implementing MPS: Managed Print Services Process

Free print audit

WEEK 1:

Week 2:

Week 3

Week 4

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