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Reynolds: I can't say that categorically. There are some things that we can defer and we have chosen to defer because there is no compelling argument to implement a particular solution. But I'll tell you what's paid off for Howard Rice … it's knowing our vendors well. For instance, we look at them closely to determine, say, when they close fiscally. And then we secure our capital purchases at an end of quarter or end of year. That's where the savings are on both one-time purchases and annual maintenance agreements.
Advantage: I understand you've also recently replaced your expensive Canon copiers with less-expensive HP multi-function printers which sounds like a good example of reducing capital outlays and belt-tightening. Was that your motivation?
Reynolds: Actually, the wisdom behind this was two-fold. One was that we had an aging fleet of multi-function devices. We wanted to not only yield cost savings as a result of procuring more cost-efficient, more power-conscious devices, but we also wanted to be consistent with our firm's green enterprise-wide initiative; we wanted to produce less paper, for instance, and we wanted to digitize more. I chose to replace some of our aging 4000 Series laser printers with multi-function printers that not only provide printing capabilities but also scanning and copying. We then made them convenient because we placed them right into the secretarial work areas.
Advantage: So the printers you had really provided only one function for you and they were expensive?
Reynolds: Yes. We procured 28 HP multi-function printers (MFPs) and 11 multi-function devices (MFDs) ... and then redeployed the aging laser printer fleet which had been used in some of the secretarial areas. Now they're in the attorneys' offices where they can use them to print confidential or time-sensitive documents.
Advantage: How did these changes work for you?
Reynolds: Extremely well. Over a 60-month period, we will have savings in the tens of thousands of dollars resulting from less power, less consumption of paper, and right-sizing the firm's current and anticipated digitization business needs.
Advantage: What would be your best recommendation to a CIO at another firm as a result of your strategies and how well they worked for you?
Reynolds: Don't look at replacing one for one, in this case meaning the printers. What I suggest is taking a 1,000-ft. look to better visualize the big picture, and then determine where the best value can be achieved. For Howard Rice, we went with a cost-effective mix of MFD and MFP devices to better meet the firm's overall digitization business objectives.
Advantage: Isn't there also a danger of over-reacting to this uncertain economy and, perhaps, cutting back too far?
Reynolds: No question. In fact, I do think that many firms are being somewhat conservative and aren't being consistent with their technological investment. Those firms may be deliberately or blindly deferring their pain. I firmly believe that a firm may not gain clients because of its technological prowess, however, it can lose clients if its technology isn't current or on par with its clients. I'm familiar with a particular well-known firm that has slipped on its technology investments and the next two or three years are going to be painful for them as they decide whether to make some serious capital investments due to their aging technology. Given the state of the economy, that's not a pleasant position to be in given they will be spending more over the next few fiscal periods than they have in prior fiscal periods.
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Is NOW The Time To "Go Green"?
 "Our firm has developed green initiatives, but I fear that jumping on the green bandwagon is going to cost more, not less. Given the fact that the economy is hurting, is it really the time to think about the environment? Or should we put that off a while?"
 Good economy or bad, there always needs to be a valid business case for any kind of purchase. And to look at just the environmental impact and not take into consideration all the other factors that may impact your firm doesn't make for a sound purchasing strategy.
A purchasing decision, like refreshing a printer fleet, must be part of an overall strategy. What are needs and how can internal customers become more productive?
Take, for example, the comments by Matt Reynolds at Howard Rice. Matt replaced $30,000 ImageRunner copiers with much-less-expensive $5,000 multi-function HP printers. This not only saved him money, but brought additional functionality to his internal customers. At the same time, he found that the MFPs were also "greener" in that they are more energy efficient. Their "instant-on" ceramic fusers don't require the constant energy needed by older models which have fusers that stay hot all day long for on-demand printing.
And so, Matt found that his strategic goals -- less capital outlay, lower operating costs, etc. -- were being met … and, by the way, he was also contributing to his company's "green-ness."
As we discussed last issue, going green also means saving on waste and, therefore, cost. And so being green can also help you prepare for uncertain times, which is everyone's goal, isn't it?
Let Advantage Enterprises solve your print-related problems by sending your questions to marketing@advtg.com.
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Matthew Reynolds is CIO at San Francisco-based Howard Rice Nemerovski Canady Falk & Rabkin, a firm occasionally referred to as "
