Fleet optimization
Fewer models, right-sized to measured demand.
National Managed Services · Office Technology
Most organizations run their print environment. The best ones govern it.
Revolution Office documents every device across every location, establishes what the environment truly costs, designs what it should be, and then runs it. You keep the standards, the budget and the reporting. We carry the work.
- 192Devices inventoried in a single school assessment
- 20+ → 1–2Monthly print tickets reaching IT after cutover
- 35Sites managed on one agreement
- 4×Inc. 5000 honoree
By the numbers
192
Devices in one assessment
17×
Cost spread inside one organization
35
Locations on a single agreement
4×
Faster resolution than the industry
Why organizations switch
Print is the last unmanaged budget in the building
Every other line item has an owner, a report and a review cadence. Print has a supply closet.
02 · Supply cost analysis
tab 2
| Device | Supply | Yield | CPP |
|---|---|---|---|
| HP LJ Pro 3001dw | $119.89 | 9,500 | $0.0126 |
| HP MFP M426fdw | $139.89 | 3,100 | $0.0451 |
| HP LJ 1022 | $88.96 | 2,000 | $0.0445 |
| HP LJ Pro M130fw | $71.89 | 1,600 | $0.0449 |
| Canon MG3600 (tri-color) | $79.00 | 400 | $0.2175 |
Cheapest page
$0.0126
Highest cost
$0.2175
Spread
17×
Extract from a real Revolution Office assessment workbook, anonymized. Column structure and arithmetic are unchanged.
The Reframe
Stop running print. Start governing it.
Managing print means reacting. A device fails, someone calls. Toner runs out, someone orders more. A lease ends, someone signs another. Every decision made separately, years apart, by whoever happened to be in the room. Governing print means one documented environment, one agreement, one set of numbers reviewed on a schedule. The savings come from that shift, not from a better price on a copier.
Solutions
Print management & security
Who printed what, where, and whether they should have.
Automated monitoring & supply
Toner arrives before anyone notices it was low.
The Framework
A defined process, not a proposal
-
01
Stage 01
Physical Device Audit
We identify and document every device across your environment: make, model, serial, IP, location and condition.
Produces Verified fleet inventory -
02
Stage 02
Service & Cost Analysis
We analyze contracts, invoices, supply costs and replacement costs to establish true cost and locate the savings.
Produces True cost-per-page model -
03
Stage 03
Utilization & Volume Analysis
We evaluate usage and print volume by location and device to identify what is underutilized and what is overworked.
Produces Utilization analysis -
04
Stage 04
Stakeholder Interviews
We engage the people who live with the environment to understand needs, constraints and goals across the organization.
Produces Requirements, on the record -
05
Stage 05
Workflow Review
We evaluate the business processes that actually generate the printing and scanning, rather than only the devices doing it.
Produces Workflow map -
06
Stage 06
Security Assessment
We evaluate device age and firmware currency, and flag equipment that should be removed or patched.
Produces Device risk register -
07
Stage 07
Recommendations & Implementation
We deliver a customized solution, standardize the environment, and provide the monitoring and support that keep it optimized.
Produces Future-state design, implemented
Quarterly, against the model
Deliverable
A clear, data-backed recommendation that reduces cost, improves efficiency, strengthens security and enhances your operations.
- Complete visibilityKnow exactly what you have, where you have it, and what it costs.
- Data-driven insightsMake confident decisions on facts rather than on assumptions.
- Improved efficiencyStreamline processes and reduce employee downtime.
- Cost savingsEliminate waste and lower total cost of ownership.
- Enhanced securityReduce risk by keeping devices and firmware up to date.
- Better outcomesBetter service, higher uptime, and a better experience for your team.
The loop is the product. Every quarter the analytics return to stage one, so the environment keeps matching the organization instead of matching the day it was signed.
One organization, before and after
before
23
models in the fleet
- 192 devices
- 3 service vendors
- 6 devices producing nothing
- Supplies ordered by hand
after
4
models in the fleet
- 158 devices
- 1 agreement
- 0 idle devices
- Supplies ordered by the devices
Future state, itemised
| Measure | Today | Designed | Δ |
|---|---|---|---|
| Devices | 192 | 158 | −34 |
| Models in fleet | 23 | 4 | −19 |
| Service vendors | 3 | 1 | −2 |
| Devices producing nothing | 6 | 0 | −6 |
| Highest cost per page | $0.2175 | $0.0180 | −92% |
| Supply ordering | Manual | Automated | · |
The environment you should have, modeled against measured demand, with the savings itemized.
What changes
A fleet nobody planned, and the fleet the data designs
Print environments are not bought. They accumulate. The assessment is what turns the left-hand picture into the right-hand one.
Assessment
- Flagged by the assessment
- Right-sized
| Running beyond rated volume | 11 |
|---|---|
| Barely used or redundant | 14 |
| Supplies bought at retail | 6 |
| Aging beyond service life | 3 |
Illustrative of the Harvard-Westlake engagement: 192 devices across two campuses against an approximate $26,000 monthly baseline. Designed-state figures are modeled.
Before you book anything
What does the building spend on print?
Move the sliders. These are your numbers, not ours, the assessment replaces them with measured ones.
Absorbed cost is modeled at 40% of invoice, the median across our assessment workbooks, split IT time 35% · retail supplies 25% · uncollected output 20% · vendor admin 20%. The vendor-admin share then scales with locations: 6% of invoice for every 5 locations, capped at 30%. The assessment replaces the model with your measured number.
On the invoice, per year
On the invoiceAbsorbed: IT time, retail supplies, uncollected output, vendor admin
True annual cost, modeled
Where the cost sits outside the invoice
- IT time on print tickets
- Retail-priced supplies
- Uncollected output
- Vendor admin across
Behavioral Health · 40+ locations
Pacific Clinics
problem
Forty locations, three vendors, no single view of what print cost.
solution
One assessment across every site; one agreement; devices that order their own supplies.
result
Models in fleet 23 → 4. Highest cost per page down 92%.
Association Partnerships
Preferred provider to the associations our clients already belong to
Member programs run with the associations independent schools, special-education programs and law firms already belong to, with a page, an offer and a named contact behind each one.
- Cal-ISBOA
- ATLIS
- MISBO
- PAISBOA
- CAPSES
- GLAALA
- ACSI
- URJ
- CNCDA
- The Cedar Group
Questions
Questions we get asked
Do we have to replace our devices?
No. The assessment often finds the right answer is fewer devices, not new ones.
How long does the assessment take?
Two to four weeks depending on locations. Nothing changes on your floor until you say so.
The First Move
Find out what your print environment actually costs
The assessment is structured, fast, and yours to keep, whether or not you ever buy anything from us.
Inc.5000
Inc. 5000, four consecutive years
- 2022
- 2023
- 2024
- 2025
The Inputs
What we document
Every device, at every location. This is the part almost nobody has, and it is why the resulting number is defensible.
Per device
- Location and department
- Make, model and serial number
- IP address and network placement
- Monthly volume, color and mono
- Age and reliability history
Per cost line
- Lease or purchase cost
- Service and maintenance cost
- Supply and consumable cost
- Overage and click charges
- IT labor absorbed internally
Per environment
- Utilization against rated volume
- Redundant and underused devices
- Special applications and workflows
- Security exposure at the device
- Vendor and contract fragmentation
Before
20+
print tickets a month
Reaching an IT team whose job was never to be a print help desk. Drivers, queues, jams, toner, meet-me tickets.
After
1–2
print tickets a month
Devices report their own faults and order their own supplies. Dispatch is ours. IT gets the hours back.
Center Theatre Group, twelve months after cutover.
The deliverable
What you actually receive
Not a proposal. A document your CFO wants to read, whether or not you ever buy anything from us.
01 · Fleet inventory
tab 1
| Asset | Make & model | Location | Vol/mo | CPP |
|---|---|---|---|---|
| 05 | HP LJ Pro 3001dw | Finance | 2,790 | $0.0126 |
| Within spec | ||||
| 20 | HP LJ Pro M428fdn | Contact office | 3,204 | $0.100 |
| Over rated volume | ||||
| 02 | Canon MG3600 | Development | 742 | $0.2175 |
| 17× the best rate | ||||
| 06 | HP LJ Pro M130fw | Program office | 0 | · |
| Not working | ||||
| 07 | HP Inkjet 901SE | Program office | 0 | · |
| Not working | ||||
| 19 | HP LJ 3050 | Kitchen | 24 | $0.090 |
| 24 pages a month | ||||
02 · Supply cost analysis
tab 2
| Device | Supply | Yield | CPP |
|---|---|---|---|
| HP LJ Pro 3001dw | $119.89 | 9,500 | $0.0126 |
| HP MFP M426fdw | $139.89 | 3,100 | $0.0451 |
| HP LJ 1022 | $88.96 | 2,000 | $0.0445 |
| HP LJ Pro M130fw | $71.89 | 1,600 | $0.0449 |
| Canon MG3600 (tri-color) | $79.00 | 400 | $0.2175 |
Cheapest page
$0.0126
Highest cost
$0.2175
Spread
17×
03 · Future-state design
p. 24
| Measure | Today | Designed | Δ |
|---|---|---|---|
| Devices | 192 | 158 | −34 |
| Models in fleet | 23 | 4 | −19 |
| Service vendors | 3 | 1 | −2 |
| Devices producing nothing | 6 | 0 | −6 |
| Sites with no reporting | 2 | 0 | −2 |
| Highest cost per page | $0.2175 | $0.0180 | −92% |
| Supply ordering | Manual | Automated | · |
| Review cadence | Ad hoc | Quarterly | · |
Extracts from a real Revolution Office assessment workbook, anonymized. Column structure and arithmetic are unchanged; future-state figures are modeled.
The
Revolution
Standard
Six commitments, written into the agreement
A managed services company is defined by what it owes you when something fails. A dealership is defined by its price. These are ours, and they are in the contract rather than in a review meeting.
-
95% uptime, guaranteed
Monitored at the device and reported to you quarterly.
-
Four-hour average response time
Across every location on the program, including the remote ones.
-
Total Satisfaction Guarantee
We stand behind the technology, service and support we provide and work to make it right when agreed expectations are not met.
-
Automated dispatch and replenishment
Devices raise their own tickets and order their own supplies before they run out.
-
One named account owner
A person, not a queue, with direct access to leadership.
-
Quarterly business review
Cost per page by site, utilization against rated volume, and the next right-sizing recommendation.
One number
Request your Managed Print Assessment
Tell us roughly what you are working with and we will come back with a plan, a date and a name.
- No cost
- No obligation
- You keep the analysis
Organizations already running this program
Inside Revolution
Why an independent partner recommends differently
Two minutes with the team that runs the assessments, on what independence actually changes about the recommendation.
The engagement
How it happened, in Revolution Office’s own structure
-
01
Problem
Several vendors, several contracts and no single figure anyone could take to a board.
-
02
Solution
One assessment, one designed fleet, one agreement with site-level reporting.
-
03
Result
Documented savings against a measured baseline, reviewed every quarter.
Who we serve
More sites than staff to watch them
The pattern repeats across sectors: distributed locations, thin administrative teams, and equipment decisions made years apart by different people.
- $500KHillsides, 45% reduction Nonprofit Program dollars protected, board-ready reporting. See the industry →
- $195KSierra Canyon School Independent schools Campus fleets with business office visibility. See the industry →
- $210KHeffernan, 11 offices Insurance Branch networks consolidated onto one agreement. See the industry →
- $875KPacific Clinics, 40+ sites Healthcare Clinic-level uptime with records handled securely. See the industry →
- $215KXperi, 34% reduction Technology IT teams out of the toner and ticket business. See the industry →
- 20 → 1–2Copier tickets a month, Center Theatre Group Arts and culture Seasonal production volume without seasonal surprises. See the industry →
You should not have to manage your print environment day to day
Most organizations end up administering their own fleet by default: someone in IT or facilities absorbs the service calls, the supply orders and the lease paperwork on top of their actual job.
- You govern: standards, budget, policy, priorities
- We manage: service, supplies, lifecycle, reporting, optimization
A real assessment
Harvard-Westlake · Independent School · Two campuses
Two campuses, 192 devices, one number nobody had seen
The assessment inventoried both campuses and found an aging, decentralized fleet supported by multiple service providers, with consumables managed by hand and significant IT involvement. Average monthly spend was running at approximately $26,000.
What we found
- 192 devices across two campuses, 23 models
- Supplies bought at retail by department
- Three service vendors, no fleet-wide reporting
What we recommended
A designed fleet of 158 standardized devices on one agreement, with automated supplies, secure release and quarterly review.
What clients say
Revolution Office was the clear winner of our RFP process. They delivered on all our key objectives of cost savings, contract flexibility, cash flow, product quality and service guarantees.
Shawn Aminian, Vice President, Information Technology
Pacific Clinics
Revolution Office performed an extremely detailed assessment of our current devices and needs, which led to a very thoughtful proposal and solution. We were surprised at the amount of the savings, compared to the manufacturer’s quote.
John Petersen, Chief Information Officer
Heffernan Insurance Brokers
They delivered a customer experience well beyond my expectations.
Richard Shapiro, Chief Financial Officer
Sierra Canyon School
Who You Will Work With
The people who run the assessments
TM
Tom Menton
Vice President of Sales
Takes the scoping call and schedules the site walk.
LinkedInSP
Steve Petralia
Major Account Executive, Nonprofit Specialist
More than thirty years in the technology industry.
LinkedInJW
Jonathon Walker
Director of Managed Print Services
Leads delivery and continuous improvement of the program.
LinkedInWalk The Building
Seven places the money hides
Every assessment walks every building. Tap a marker to see what we find there, and what it usually costs.
01Copier room
One device doing the work of three
The departmental copier runs at a fraction of its rated volume while desktop printers around it do the real work at ten times the page cost.
192 → 158 devices, one school
Fleet optimization →1 / 1