Case Study
Graypen.
Offering responsive and flexible services, Graypen is an industry-leading port agency with multiple shipping offices throughout the UK, Netherlands and Belgium.
Sector
Shipping
Founded
1969
“There are plenty of print management suppliers out there to choose from, however the experience that we have gained over the last five plus years is that Spectrum go that extra mile to ensure that our needs are addressed in a professional and cost effective manner.”
Objective
In an effort to improve back-office efficiency and reduce spiralling print costs throughout the Group, Graypen recognised that a reliable, trusted and proven partner was required to optimise their print fleet and ensure minimal disruption to the company’s day-to-day operations. At the same time, for a company like Graypen, it is essential for them to embrace to latest technologies when it comes to print and document management.
The Company
Offering responsive and flexible services, Graypen is an industry-leading port agency with multiple shipping offices throughout the UK, Netherlands and Belgium.
Challenges
- Aging print fleet
- Inefficient and expensive print solution
- Need to improve capability of devices
- Need to manage usage across all devices
- Strong relationship management required
During four decades of progress, Graypen have built a strong reputation for high-quality services and have established close relationships with their customers.
Both Graypen and Spectrum are service companies that endeavour to meet the needs of their clients at all times. That’s why the partnership between the two companies has proven to be so successful.
The Solution
Having worked closely with the customer’s IT Director for a number of years, his experience of Spectrum is such that a great level of trust has been developed. This means that Graypen can rest assured that we will continue to meet their print and information management needs; acting in their best interests at all times when it comes to account management, transparency of billing and first-class support and service. Throughout the entire Greypen Group, in sites across the UK, offshore and even into mainland Europe, Spectrum have optimised the customer’s entire print fleet, replacing the legacy HP fleet that required frequent maintenance and ink cartridges, with high-performing Canon devices.
Eliminating a significant number of desktop devices and standalone photocopiers, Spectrum have introduced over 30 centralised multi-functional devices. In the most recent refresh of equipment, the latest technology has been installed and, after proving the quality of equipment in the first wave of fleet optimisation, the number of standalone devices has been further reduced by 20%.
Alongside the best-in-class Canon hardware, Spectrum have introduced Spindle™ document distribution software that generates company letterheads and automatically routes correspondence via email. The use of Canon’s document storage and management solution, Therefore™, has then added further automation of the company’s paper-based processes that have been tailored by Spectrum’s Professional Services team to integrate seamlessly with the customer’s bespoke email system.
Improved reliability of print/copy/scan fleet
First-class service levels
Multi-site solution across the Europe
Closely managed account to meet needs
An Insight into tomorrow’s workplace.
“We’ve gained in so many ways. Print-related costs have been substantially reduced, we have far fewer devices, which are more flexible and resilient, and we have the right machines in the right places. All of this allows us to focus on our own business without having to worry about print.”
DirectorYoungs
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