Case Study: Transforming Printing in Education with Brother MPS Solutions

Introduction

Our client, a mid-sized public institution with 800 students and 75 staff members, faced mounting challenges with its outdated copier-based printing system. High maintenance costs, machine breakdowns, and underutilized equipment strained the school’s budget and disrupted daily operations. As digital learning tools gained prominence, the school sought a modern, cost-effective, and reliable printing solution to replace its aging infrastructure. This case study explores how Brother MPS Solutions transformed the school’s printing operations, delivering significant cost savings, improved productivity, and enhanced user satisfaction.

Printing Challenges in school

Historically, our client Secondary School relied on a small fleet of aging copier machines to meet its printing needs. These machines, while once adequate, became increasingly problematic:

• High Costs: Expensive maintenance and rigid service contracts locked the school into high fixed costs, regardless of usage.
• Downtime: Copier breakdowns caused delays in preparing classroom materials and completing administrative tasks.
• Underutilization: Declining print volumes, driven by the shift to digital tools, rendered the copiers financially inefficient.
• Limited Accessibility: With only two copiers available school-wide, staff faced long wait time when handling high volume printing tasks.

With tightening budgets and a growing need for flexibility, the school needed a solution that could reduce costs, improve reliability, and adapt to fluctuating printing demands.

Solution: Brother MPS Printer Rental Service

To address these challenges, the school chose Brother MPS Solutions, one of the leading providers of printer rental services. Our team at Brother designed a tailored solution that aligned with the school’s operational and budgetary needs; Key components of the solution included:

1. Flexible Contract Periods

Brother offered 24-month renewable contract that aligned with the school’s academic calendar and budget cycles. This flexibility eliminated the burden of long-term commitments and allowed the school to scale printing services up or down as needed.

2. Adjustable Print Allowances

Brother MPS implemented a dynamic print quota system:

• Flexibility During peak periods, such as exam season, monthly print allowances were increased at no additional cost to accommodate higher demand.
• Cost Optimization During school breaks and holiday seasons, quotas were reduced, ensuring the school only paid for what it used.

3. Reliable Service & Support

Brother’s printers are equipped with predictive maintenance technology, which proactively identifies and resolves potential issues before they cause disruptions. A dedicated support team provide remote assistance, resolving minor problems within minutes. This ensures that our clients’ chance of encountering downtime is as low as possible.

4. Cost-Effective Printer Units

The Brother printers were 60% cheaper to operate than the school’s previous copiers, requiring no upfront capital investment. This allowed the school to reallocate budget to other critical areas, such as classroom resources and technology upgrades.

5. Strategic Placement of Printers

With the cost savings, the school installed eight Brother printers in key locations, including staff rooms, libraries, and administrative offices. This strategic placement eliminated long wait time between staff members and ensured easy access for all school personnel.

Results

The implementation of Brother MPS Solutions delivered transformative outcomes for our client secondary school:

• 30% Cost Savings By eliminating copier maintenance fees and reducing per-page printing costs, the school saved 30% on its printing budget.
• 40% Productivity Gain Staff saved over 5 hours per week by avoiding copier queues and downtime, allowing more time for course-planning, teaching, and handling of administrative tasks.
• Zero Major Downtime Predictive maintenance and instant support ensured seamless printing operations, with no significant disruptions reported.
• Improved Satisfaction Teachers and administrators praised the convenience of accessible printers in major areas, and the significantly shorter wait-time between staff members, leading to higher staff satisfaction.

Conclusion

By partnering with Brother MPS Solutions, our client school successfully modernized its printing infrastructure and overcame the limitations of outdated copier system. The flexible, cost-effective, and reliable printer rental service not only reduced costs but also improved productivity and user satisfaction. This case perfectly demonstrates how Brother MPS tailored printing solutions can address unique challenges of educational institutions, enabling them to focus resources on their core mission: delivering quality education to our future generations.

Printer models used in this case: MFC-L9630CDN, HL-L6200DW, MFC-T4500DW

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