Introduction
Heavitree Community Preschool in Exeter partnered with Key Digital to modernise their print environment with a solution that was smaller, more reliable, and more cost‑effective than their existing setup. With 62 pupils, 11 staff, and a challenging cost‑of‑living climate, the preschool needed a dependable device that supported day‑to‑day operations without unnecessary expense or complexity.
Situation
Heavitree Community Preschool had been operating for three decades and was settled on its current site for 13 years. Their existing device – a Ricoh MP C3003 on lease – had served them reasonably well but had become increasingly problematic:
- Paper jams were frequent and difficult to resolve due to the cramped office layout
- Service quality from their current provider had fallen below expectations
- The machine was physically too large, taking up valuable space
- Print volumes averaged 1,000 pages per month, rising to 2,000-2,500 during busy periods
- Quarterly costs had become higher than budgeted for
The Business Manager was tasked with reviewing alternatives and presenting a recommendation to the preschool’s committee. They wanted:
- A like‑for‑like A3 colour multifunction device
- Print / copy / scan capability
- A lease rental with a managed print service
- A device smaller and newer than their current machine
- Delivery before the new academic year
An introductory meeting was arranged to explore options.
Solution
During the proposal process, Key Digital focused on delivering a solution that aligned with the preschool’s operational needs, budget, and space constraints.
Key elements of the solution included:
- A Heat‑Free Technology multifunction device, offering:
- Lower energy consumption
- Faster first‑page output
- Fewer moving parts, reducing the risk of jams
- A smaller footprint than their existing Ricoh device
- A cost‑effective lease rental paired with a managed print service
- The Epson Application Suite, which was particularly valued because it allowed the Business Manager to:
- Print securely from home
- Avoid early morning trips to the preschool just to prepare documents
- Improve workflow flexibility for staff
It was appreciated that Key Digital’s approach was informative, supportive, and not pushy – a key factor in the decision to recommend the solution to the committee.
Outcome
The project progressed smoothly:
- Paperwork was completed via e‑signature, ensuring a quick turnaround
- Installation was scheduled at a time that best suited the preschool’s operations
- Staff received training, and the device was fully operational the same day
Results
- The preschool now benefits from a reliable, right‑sized device that fits their space
- Print‑from‑home capability has saved the Business Manager time and improved staff efficiency
- The new managed print service provides better support and predictable costs
- The customer expressed that they were very happy with the installation and overall experience