How much does your company spend to create, share, print, and store documents?
How can you get your document processes and costs under control?
Xerox Office Services helps your organisation gain control of processes and costs for document output. We manage all of your office printing devices – such as printers, copiers, and fax machines – regardless of manufacturer or model. Your productivity and cost savings continue to increase as we work with you to design and implement the optimal document output environment and processes.
With Xerox's Lean Six Sigma methodologies and established measures to analyse your current processes, you get a "dashboard" for fact-based decisions and continuous improvements.
Workflow optimisation
Our office services team designs and implements a solution tailored for your organisation that automates and integrates document-driven processes.
Xerox manages all of your document output equipment, supplies, service, and new technology and guarantees savings and service levels.
Single point of management: We manage all office printing equipment and consumables no matter which brands your organisation uses.
Supply procurement and distribution: Xerox helps you control and consolidate the purchase and distribution of all brands of supplies with our combination of buying power, technology, and experience.
Supplier performance: Our team ensures your current suppliers meet agreed-upon service levels.
Helpdesk services
Our call centres worldwide support all devices in your office printing environment wherever they are located:
Helpdesk professionals: Our highly trained, customer-focused staff uses their exceptional product, technical, and troubleshooting knowledge to quickly identify root causes of problems.
Support centres: Our support centres handle thousands of calls each day and dovetail with your own IT helpdesk and user-support processes.
Preemptive support: Our team's ability to anticipate trouble areas and diagnose them quickly helps your organisation solve problems before they become crises.
End-user services
Our office services professionals specialise in transforming document output environments:
Xerox Service Portal: We make our vast storage of knowledge available to your employees through our web portal.
Useful information: Our simple tips and FAQs help your end users help themselves.
Business Applications
Xerox Office Services offers a balanced, comprehensive approach to managing document output that delivers sustainable results year after year. We focus on several key business areas:
Asset management
Your firm has considerable capital invested in existing printers, copiers, and multifunctional devices. Our tools and techniques are designed to work within your organisation's current office printing environment, taking advantage of previous equipment investments.
Output device control and service levels
We help manage all of your document output devices, regardless of manufacturer, and the service levels agreed upon by current suppliers. To meet your changing needs, we provide scalable, flexible services.
Multi-vendor office environment
Your document output environment contains devices from multiple manufacturers. With over 1.5 million non-Xerox devices under contract, we know how to manage all aspects of a multi-vendor environment. That includes helpdesk, break-fix, service-level agreements, supplies, and procurement.
Asset visibility
We make sure you can clearly see the savings we've generated for your organisation. We charge for our services like a utility would: You know exactly what you are paying for and pay only for what you use. We track the cost of every page of document output.
A Proven Approach
To optimise your office printing environment and make substantial, sustainable – and guaranteed – cost savings, Xerox has developed a proven methodology with four main steps.
Establish total cost of ownership
Establishing your true total cost of ownership is the key to knowing that savings are real – and to delivering bottom-line results for your business. We have conducted office assessments since the mid-1990s, impacting more than 85,000 employees in various organisations worldwide. To thoroughly evaluate your environment, we apply Six Sigma methodologies. Determining the Total Cost of Ownership for your firm includes calculating hard and soft costs, conducting user studies, and analysing the workflow throughout your document environment.
We'll show you how much office printing really costs your organisation, where the waste is, and how to eliminate it. You'll discover exactly what clicking "print" costs, which machines are under and over-used, where the money is going, and what your firm can do about it.
Design the optimum office printing environment to support your business goals
Once our office services team understands the needs of your organisation, your users, and the specialised applications you require, we work with you to design the ideal document-output environment. By putting the right devices in the right places, we enable your end users to access the right functions at the right times.
Because your needs evolve, we take a phased approach to changing your document environment and then make ongoing adjustments to ensure you achieve guaranteed cost savings.
Transition to your new environment with little disruption or investment
Optimising the office printing infrastructure in a large organisation is typically a major project requiring step-by-step migration. You may decide to keep the equipment you've acquired from other vendors to create less disruption for end users and lower up-front capital investment costs. That will speed financial returns from the project.
We take responsibility for tracking assets, managing all Move Add Change Dispose (MACD) activity, and handling print-related helpdesk services. By doing so, the transition activity stays on track and your in-house team won't be burdened with additional duties.
Control your office document environment and make improvements over time
To ensure benefits are sustained, Xerox uses industry-leading print management tools and software together with a central support and management team.
Our approach to managing your devices covers all aspects of the agreed-upon service levels, including:
Proactive device monitoring and management
Replenishment of consumables
Break-fix services
Multi-lingual helpdesk services
Move, Add, Change, Dispose (MACD) control
A single, consolidated invoice per country
Detailed management reporting
Client Benefits
Optimising your document output environment with Xerox Office Services provides a number of significant benefits for your firm:
Contractually guaranteed cost savings*
Reduce office printing costs by around $250 (US) per office-based employee per year
Control, sustain, and accurately allocate costs according to print-device usage
Free up cash by keeping new assets off-balance sheet
Enhanced end-user productivity and satisfaction
Transform your office environment with the right devices, in the right places, with the right accessibility to functions for end users
Enjoy a total print management office service that ensures high uptime and low employee involvement
Improved efficiency in key business areas
IT (Helpdesk and Support): With Xerox managing 100% of printer-related calls, your IT staff is free to drive efficiency and service-level performance in other key areas – such as servers, desktops, and applications.
Finance (Accounts Payable): Reducing hundreds or thousands of invoice transactions to just one per quarter per country offers your firm significant efficiency gains.
* Guaranteed Savings
Xerox contracts to guarantee savings for your organisation through our managed Office Services. We first measure the total cost of ownership for document devices in your office environment. Then we offer you a high-value service proposition where we deliver guaranteed results and savings bound by our contract. Actual savings will vary depending upon requirements, contract terms, and solution objectives.
Measurable Success
How do we know Xerox Office Services can make a solid difference for your business? We've helped many other organisations succeed. Take a look at some examples of the measurable performance results we've delivered:
Intercontinental Hotels Group, a global company, cut costs by $1.2 million in the first year alone, increased the helpdesk closure rate and cut average problem fix time by more than half.
Sun Microsystems EMEA, a technology leader, cut print and document costs by around 10% and reduced 3,000 invoices per quarter across Europe to one invoice per country per month.
Microsoft, a leader in software and solutions, used a comprehensive Office Document Assessment to pinpoint ways to improve employee satisfaction with document output while cutting costs.
Xerox uncovered a number of opportunities for us in their initial in-depth assessment. As our needs evolve, they've been able to respond with the appropriate insights and services. It's great to have them with us on our process-improvement journey.
—
Kent Wiley, Vice President, Training and Support, Dillard's Inc.
Using Lean Six Sigma methodology Xerox helped Intercontinental Hotels Group cut costs by $1.2 million (US) in the first year and $1.4 million (US) in the second, increased the helpdesk closure rate, and cut average problem fix time by more than half.
Companies who implement effective device management can save 10 to 30 percent on their printing costs, but many more opportunities can be achieved by taking a more holistic view of the output environment.
Xerox uncovered a number of opportunities for us in their initial in-depth assessment. As our needs evolve, they've been able to respond with the appropriate insights and services. It's great to have them with us on our process-improvement 