Introduction
Lincolnshire UNISON, a branch of the UK’s largest trade union with over 1.4 million members, provides confidential advice, representation and training opportunities for public service workers across the county. As the branch moved into a new office, the team needed a reliable, professional print solution that could support daily operations and eliminate the frustrations caused by their existing desktop device. Key Digital was approached to deliver a modern, cost‑effective managed print service tailored to the branch’s needs.
Situation
Lincolnshire UNISON’s new branch office had a print infrastructure that was not suitable – the device was purchased at haste off the shelf. The team relied on a low‑cost HP desktop printer that struggled with even modest workloads. Key issues with the current setup included:
- Unsuitable hardware: The existing device lacked the robustness required for day‑to‑day branch operations
- Bypass tray frustrations: Staff needed the ability to run multiple copies through a bypass stacker – something the current printer could not do, causing huge frustration among the team
- Unclear print volumes: With no accurate usage data, the branch needed guidance on the right device class for their environment
The combination of rapid office growth, operational inefficiencies, and the need for dependable multifunction capability made a managed print service an ideal fit.
Solution
After an initial consultation call, Key Digital assessed the branch’s environment and recommended two possible hardware solutions – chosen for their reliability, low running costs and suitability for small‑to‑medium office environments.
These devices offered the multifunction capability the branch required, including scanning, copying and efficient bypass stacking performance. The proposal included:
- Both purchase and lease options, giving the branch flexibility to choose the most suitable financial route
- A managed print service, ensuring ongoing support, maintenance and predictable running costs
- A future‑proof setup, aligned with Key Digital’s long-term partnership approach
The proposal was delivered the same day, meeting the branch’s tight deadline. During the follow‑up call, it was confirmed that Key Digital was the most competitively priced option and that the solution aligned well with management expectations.
Outcome
The project progressed smoothly through approval:
- The proposal was taken to management and received full sign‑off
- A meeting was scheduled following the branch’s AGM to finalise implementation
- Paperwork was completed via e‑signature, enabling a fast and efficient onboarding process
By transitioning to a managed print service with modern multifunction devices, Lincolnshire UNISON gained:
- A reliable, fit‑for‑purpose print environment
- Improved productivity through dependable performance and multifunction capability
- Predictable costs and ongoing support
- A scalable solution that will support the branch for years to come
This project strengthened Key Digital’s partnership with UNISON and demonstrated the value of responsive, needs‑led print management for growing regional offices.