Technology
Group-Wide Standardization of Printing Services
Unified print services across the organization with fewer suppliers and standardized equipment, driving savings and service consistency.
Industry
Manufacturing, Financial Services
Direct/Indirect
Indirect, Direct
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Sourcing Context & Procurement Challenge
Printing services – including devices, toner, and maintenance – were locally sourced across departments with no group-wide oversight. The result was a bloated supplier landscape, underused and overspecified devices, and inconsistent service. The procurement challenge was to unify the category, reduce total cost (TCO), and improve device reliability and usage transparency.
Procurement Objectives & Strategic Levers
The project aimed for >10% cost reduction and full transparency of print volumes and maintenance. Strategic levers included supplier consolidation, device standardization, and usage monitoring. Procurement also targeted a shift from CapEx-heavy ownership to pay-per-use leasing models.
Sourcing Strategy & Execution Approach
Procurement initiated a benchmarking and total cost analysis, revealing a 3:1 device-to-user ratio in some areas. A competitive RFP was launched with print-as-a-service providers. Print fleet rightsizing and central monitoring tools were included in the scope. Standardized SLAs and predictive maintenance features were embedded into contracts.
Results & Values Delivered
Costs were reduced by 13%, with a 38% reduction in total print devices. Downtime fell by 47% thanks to predictive maintenance. Print volumes declined as print behavior became visible, supporting environmental goals. One unified partner replaced nine local vendors, and internal reporting improved drastically.
Role & Contribution
Procurement led the strategic sourcing initiative, coordinated with IT and Facilities, and managed the entire RFP process. We negotiated the leasing and service contract and oversaw pilot implementations. I also introduced print governance policies aligned with ESG and cost targets.
Conclusion & Reflections
This case confirmed that indirect categories like print have major savings and sustainability potential. The main takeaway: procurement must approach technology-enabled categories with a lifecycle mindset. Strategic sourcing, usage transparency, and embedded governance drive lasting results.