How to replace your organisation printer, or anything similar

by Ankit Kumar
4 months ago

As per the understanding, Mr. Ajay Sharma is having a hard time with his printer because of the three main potential reasons – Outdated printer, cost of printing is expensive and Outdated service of the printer. To resolve this problem efficiently, Mr. Ajay needs to consider the replacement in the following order.

Defining the problem & Collecting information: This is the first step of analysis and where Mr. Ajay need to brain storm into the problem and the decision has to be made. Any wrong identification of the problem may lead to inappropriate decision-making. Therefore, the root cause of the problem and thorough analysis of the problem is utmost important. As the problem statement has already been defined on the basis of product state, expense and service, Mr. Ajay has to be very futuristic to foresee problems that may arise with the new replacements of the printer as well. Or else it would lead to unnecessary wastage of time cost and efforts. So, Mr. Ajay collects some critical information of the printer taking into the consideration some points below.

  1.  Inkjet or Laser printer: Although there not much of the price difference these days but the kind of ink required is the main choice of product as toners and ink cartridges can vary in budgets.
  2. The amount of functions required: Printer comes with a variety of functions such as – photocopier, scanner, fax. This may lead to vary the price range as well. Considering if the organization already have a scanner, there is no need buying an expensive all-in-one printer with a scanner.
  3. Image Quality: The organization may have variety of needs. It may use a printer for its internal information sharing or it may use it for design purposes or show their clients, the draft of work. This will be the point where they need to understand the level of importance of image quality.
  4. Print Speed: Ajay has to think about the volume of paper you want to print. The more he need, the chances are he’ll probably want a faster printer.
  5. Connectivity: The printer can be connected to computers and mobile devices wirelessly or wired formats. Wired connects may lead to further investments of cables and limits to limited number of printers, however the wireless printers can save costs and perform upon a variety of devices.
  6. Paper handling: Depending on what kind of paper you want to use, Mr. Ajay will have to consider to purchase specific printers for the job. Don’t forget about sizes of paper the department wants. Obviously, someone who wants to print mainly on card stock and photo paper will need a different printer than someone who wants to print on regular blank paper.
  7. Office Size: If Mr. Ajay’s office is pretty much on the go with a laptop, he might want to consider a portable printer. Otherwise, if he has some extra room and depending on print quality, he can easily afford a bigger one.
  8. Running Costs: Mr. Ajay has to think about the brand of cartridges he wants to use. If he gets refillable cartridges, he might save some money, but if he let the ink run out completely, it might damage your printer. He also needs to consider, how much it would cost if his printer breaks down, or even how much energy it’ll use.

Developing possible courses of action or alternatives: Ajay also need to listen to the requirement of the department users, who are using the printers for business operations. Holding up the brain storming session or conducting one-to-one interactions will highlight more unseen or unpredictable hurdles which may come during the functional operations. However, the identification of alternatives must not consume too much time and resources.

Evaluating alternatives: This step involves the assessment of all information collected by Mr. Ajay in the above information. This will also be the step where all the feasibility, implications and associated risks are already identified and based on that the requirements are considered and infeasible ones are eliminated and an explicit list of alternative list id considered.

Selecting the best alternative: The best of course of action and finalization of the solution is defined for the final resolutions of the defined problems.

Implementing the decision: Once all the points take into consideration, based on Mr. Ajay’s decision, the organization will need to undergo the buying process. This is one of the crucial steps where the implementation of the solutions steps in.

  1.  Acquisition and analysis of the proposal: This step involves the getting quotations from different seller and floating tenders. These offers received by various vendors are then scrutinized against the previously developed criteria and few sellers are shortlisted who can satisfy all the requirements.
  2. Evaluation and selection of suppliers: The suppliers are evaluated on the basis of the past reputation, Quality of the product, Delivery & Payment Terms, Guarantee, Warranties, Discounts & Assurance offered by the seller, price of the product & after sales services.
  3. Selection of Order routine: Ajay will now place the final order with the chosen supplier specifying all the technical specifications, quality needed, expected delivery time, payment & return terms installations & after sales services etc. required.

Follow Up: Ajay has to decide the whether to re-order, modify or order or drop the seller. He has to evaluate the satisfaction with the product, and they provide a feedback to the seller. In any case of deviations, corrective actions are taken on time.

1 Comment

  • I do not even know how I ended up here, but I thought this post was good. I do not know who you are but definitely you’re going to a famous blogger if you aren’t already 😉 Cheers!

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