Optimising Print Costs and Quality for Berkshire Music Trust Ltd

About the Business

“Enhancing music education across the community.” 

Berkshire Music Trust Ltd (BMT) is a respected educational institution dedicated to delivering high-quality music education and support services. Operating from a single site, they provide a vital resource for music students and the local community alike, ensuring access to diverse learning opportunities and fostering creativity. 

The Challenges

When Landall Services inherited BMT’s account via the acquisition of Datasharp, it became evident that their existing print management agreement was not aligned with their operational needs. 

The Problems to Solve

• Rental contract with committed volume that did not match their actual print usage, resulting in overpayment. 
• Annual cost escalations on the contract, eroding value over time. 
• One of their key marketing printers was not delivering the quality required. 

For an educational trust with tight budgets, ensuring value for money and quality output is essential, especially when it directly impacts the resources available for teaching and learning. 

Why They Engaged with Landall Services

As an existing customer, BMT trusted Landall Services’ expertise and experience to review and optimise their print management solution. Landall Services’ independence and multi-vendor approach enabled us to identify and source the most appropriate technology, regardless of manufacturer. 

Landall Services’ ability to: 

• Analyse existing agreements and identify cost-saving opportunities. 
• Offer impartial, vendor-agnostic advice. 
• Provide print samples for testing and validation. 

These qualities positioned Landall Services as the ideal partner to support BMT’s operational objectives while reducing costs. 

Expected Outcomes

BMT expected us to:

• Deliver a cost-effective and flexible print solution. 
• Improve print quality for marketing materials. 
• Reduce ongoing operational costs, freeing up resources for other educational priorities. 

The Solution

Drawing on our extensive experience with print management agreements and volume-based contracts, we carefully analysed BMT’s print requirements. We identified that a pay-as-you-print model would more accurately reflect their actual usage and eliminate unnecessary costs. 

Our consultants then: 

• Transitioned the contract from committed volumes to a straightforward rental and service agreement, ensuring BMT paid only for what they used. 
• Upgraded their underperforming Sharp printer to a Canon device, validated through print samples to confirm it met their marketing quality requirements. 
• Retained two existing Sharp machines that continued to meet their needs. 

This strategic approach resulted in savings exceeding £14,000 over the contracted term, improved reliability, and enhanced print quality. 

The Timeline

Stage 1: 1 Week

We conducted a comprehensive review of BMT’s existing agreements, volumes, and cost structures to identify immediate opportunities for optimisation.

Stage 2: 1 Week

We met with Lee Smith, Facilities Manager, to discuss our findings and proposed changes, ensuring that any solutions met both operational and financial requirements.

Stage 3: 1 Week

Following approval, we implemented the new contract structure, deployed the upgraded printer, and provided support to ensure a seamless transition.

Results

What were the immediate benefits 

• Significant cost savings of over £14,000.
• Improved print quality for marketing materials.
• Increased reliability of print devices. 

What were the Long-term results 

• Continued cost control with pay-as-you-print flexibility.
• Improved operational efficiency, supporting BMT’s educational mission.