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AmLaw 200 Firm Shifts to Work-Cell Environment, Captures 24% in Cost Savings while Substantially Improving Operational Efficiency

This 320 attorney, AmLaw 200, Houston-based firm was in the throes of implementing a “work-cell” environment for their secretaries per practice area. The restructuring of staff and office layout required a different output strategy to be deployed in order to provide the tools and technology within close proximity to the work-cells, while also looking to reduce expenses. However, the firm had several expiration dates for their existing multi-function devices, requiring a creative plan for addressing replacements that also substantially improved the convenience and efficiency for the new work-cell environment.

PROBLEM
This 320 attorney, AmLaw 200, Houston-based firm was in the throes of implementing a “work-cell” environment for their secretaries per practice area. The restructuring of staff and office layout required a different output strategy to be deployed in order to provide the tools and technology within close proximity to the work-cells, while also looking to reduce expenses. However, the firm had several expiration dates for their existing multi-function devices, requiring a creative plan for addressing replacements that also substantially improved the convenience and efficiency for the new work-cell environment.

SOLUTION
The firm hired Mattern & Associates for a two-pronged project. The first was to assist in the selection, procurement and negotiation of a multi-function printer (MFPs) fleet agreement that would best support these newly created work-cells. The second was that as the MFPs were being rolled out throughout the various offices, Mattern would conduct an on-site assessment, develop and manage a customized Request for Proposal process, and negotiate an extremely competitive contract for the firm’s multi-function devices (MFDs) that addressed the overall output strategy for the firm. These steps would help the firm decipher the best options available.

RESULT
After reviewing the newly held recommendations, the firm decided to retain their service provider. However, new agreements were negotiated that addressed the output strategy firm-wide, allowing the firm to have appropriate standardization throughout. The negotiations gave way for:
- A single expiration date every five years for the total fleet of MFDs
- Replacement of most MFDs with new devices
- Absorption of approximately $243,329 in buyouts
- Flexibility for the deletion or upgrade/downgrade of 40% of the devices
- Established penalty-based performance standards for service response times and up-time

These new adjustments allowed for a projected savings of $149,090 in the first year–overall allowing for the firm to achieve a total savings of 24%.

CLIENT TAKEAWAY
“Very satisfied with the work of the Mattern Team. Reduced costs and increased efficiencies resulted from their work.”

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