In today’s advanced world, optimising every aspect of your business operations has become crucial. However, one crucial aspect you might often overlook is managing your printing needs.
While moving towards a digital world, printers are still necessary for your organisation. A computer can often crash, or cloud storage can be hacked in an office. Having MFPs (Multi-functional printers) ensures you have physical copies of your crucial documents. Knowing you have the papers at your desk also gives you peace of mind.
However, managing a fleet of printers can feel like a never-ending chore. It also takes up a lot of your IT employees’ time, preventing them from focusing on more important tasks.
It’s where Managed Print Solutions come in. But what is it, and how can it help your business?
In this blog, we will explore the details and learn how managed print services can improve your business growth. We will also provide you with some of the benefits of Managed Print Services.
Let’s dive in!
What are Managed Print Services?
MPS, or Managed Print Services, is a comprehensive solution offered by external providers. They optimise and manage your organisation’s document output environment. They don’t just supply printers and copiers but also provide a range of services that can help your business streamline printing processes.
Managed Print Solutions typically include –
- An assessment of your current printing infrastructure. They evaluate the number and types of printing devices you have and how they are used in your organisation. It helps to identify inefficiencies and areas for improvement.
- A customised plan tailored to your specific needs. It includes the consolidation of devices and the implementation of print management software. They also recommend new hardware that better fits your business requirements.
- Automated supply replenishment and maintenance schedules. They maintain maximum uptime for fleet maintenance, allow remote monitoring, and provide automatic restocking of print toner, ink, papers, etc. It ensures that your devices are always operational and stocked with necessary supplies.
- Advanced features include secure printing, mobile printing, and document workflow optimisation. They ensure better security and efficiency of your printing processes.
How can a Managed Print Services Program Improve My Business?
In today’s world, digitalisation is becoming more popular than traditional printing. While it saves time and costs related to conventional printing, there are still many risks, such as –
- Loss of data because of a computer system crash.
- Privacy and security violations due to security firewall breaches and more.
So, traditional printing is still essential for your business. With them, you can print hard copies of your important documents and store them in a secure place. It ensures that you can find hardcopy data backups even if you lose your digital documents.
However, managing a fleet of traditional printers is not an easy task. If you do not manage your printers properly, it can completely get out of control. There can be –
- Excess usage of paper, toner, and ink,
- Frustrated calls to IT for support,
- Multiple vendors to manage,
- Increased costs and many more problems.
It’s where a Managed Print Service program can help your business. It offers a strategic approach to address these challenges and improve your business. Here’s how –
- MPS providers can see and manage print costs. You can have all your printing costs detailed on a single invoice. It can help you understand where you are using more money and where you are lacking. These can help you manage and save printing costs.
- They track your print devices and help you determine whether their capabilities match your office’s volume and functional needs.
- Managed Print Solutions eliminates task ordering for supplies and help desk calls for printer support. It helps reduce the burden on IT employees in print management and enables them to focus more on crucial tasks.
- MPS also helps with concentrated purchasing practices. This results in fewer vendors managing and standardising print functionality and best practices across the organisation.
- Managed Print Solutions provides ongoing advice and strategic support for workplace technology. They offer regular meetings to ensure you are getting the most from your print subscription.
10 Managed Print Services Benefits
Embracing MPS can be a game-changer for your business. These services help you streamline your print management and bring a lot of benefits that can bring positive impact on your organisation.
Here are some of the best benefits of Managed Print Services, you must be aware of-
1. Saves Costs Associated with Maintenance
It is one of the most important benefits of MPS. If you don’t manage your printers properly, they can lead to inefficiencies or even redundant devices, which increase maintenance costs.
Moreover, maintaining individual devices one at a time is costlier than doing it on a scale. However, MPS providers very often connect all devices in one monitoring system, which saves maintenance costs associated with paper, ink, toner, and hardware.
2. Reduces Capital Expenditure and Improves Cash Flow
It can be financially troublesome to purchase an entire fleet of printers, copiers, or MFPs. However, managed print solutions offer cost-effective monthly or quarterly payments.
They can also provide customised payment options for your business needs. MPS also offers cost-per-copy pricing strategies with leased print hardware. These are perfect for you if you dread the idea of a significant upfront cost for technology every three to five years.
Moreover, with MPS, you can also enjoy forecasting tools and real-time usage dashboards across a network of devices. This helps you provide precise and detailed information on financial coverage.
3. Automates Supply and Maintenance to Improve Productivity
MPS can automate your routine tasks like supply replenishment and maintenance. Thus, your employees no longer need to spend time managing printer issues. It allows them to focus more on their core responsibilities.
Streamlining your print management processes with MPS also reduces downtime and ensures that your printing machines are always operational and ready for use, enhancing your business’s productivity.
4. Enhances Security and Ensures Compliance
Security is a top priority for any business. Managed Print Service providers help safeguard sensitive information by implementing advanced security measures such as secure printing, user authentication, and data encryption.
These features protect your documents from unauthorised access. They also ensure compliance with different data protection regulations and reduce the risk of data breaches.
5. Reduces Carbon Footprint for Environmental Sustainability
Proper print management can increase your carbon footprint because of increased waste and energy use. Reducing the amount of paper and electricity you use is part of being a responsible citizen.
Thus, MPS providers promote eco-friendly practices. They optimise your print infrastructure and recommend double-sided printing, digital document management, and more. It helps minimise environmental impact and move to a sustainable future with a corporate social responsibility profile.
6. Centralises Management of Printer Fleets
Managing multiple printers and copiers across different departments can be challenging and time-consuming. Thus, MPS provides centralised management of your entire print fleet, simplifying oversight and administration.
Consolidating your print fleet also allows you to better track your print usage. It can help you with streamlined troubleshooting and more efficient resource allocation.
7. Reduces IT Burden and Saves Their Time
Whenever there’s a paper jam or other simple fixes, your employees mostly call the IT team. It adds unnecessary labour costs and wastes their time. These problems also keep your IT staff from their core company responsibilities.
However, with Managed Print Solutions, you can reduce this burden for your IT team. They provide proactive maintenance and support services. MPS monitors your print infrastructure in real time and identifies any issues before they become significant problems. They minimise downtime and ensure quick resolution of any technical issues.
8. Provides One Point of Contact and Reduces Fraud
Connecting with multiple vendors for your printing needs is challenging. There are many toner pirates nowadays. They can scam and steal millions of dollars annually by tricking your business into paying high rates for toner and printer supplies. Thus, you need to constantly track down the right vendor.
A single MPS provider can help you know when a fake invoice comes across your desk. They will also oversee all your printing needs, so you’ll have a single contact point. It’s much easier to meet your office’s printing needs when one company takes care of everything for you.
9. Provides Data-driven Insights in Real Time
Tracking and reporting your print management tasks in real-time is important for managing an entire fleet of printers. However, managing on your own is not easy.
Managed Print Solutions offers detailed analytics and reporting on your printer usage and provides valuable insights into your printing habits. It allows you to make informed decisions about your print facilities and identify areas for improvement.
10. Enhances Document Workflow with Advanced Features
MPS providers integrate digital solutions for print management and improve document workflow. MPS provides different features, such as mobile printing, cloud printing, and document management systems.
These features can streamline the flow of information and make it easier for your employees to access, share, and print documents from any location. It enhances team collaboration and supports remote work initiatives.
How to Choose a Managed Print Service Provider?
Choosing the best MPS provider for your organisation is not easy. While most MPS provide the same benefits, their services may differ. That’s why it’s best to research before finally choosing an MPS provider.
Here are some simple steps for choosing the best MPS provider for your business –
Conduct Online Research
Do thorough research on each MPS provider. Look at their website, years of experience, customer reviews, etc. It will help you understand each provider thoroughly and what to expect from them.
Explore Their Services
Check their range of services and what are their steps for print management. Ask in-depth questions such as –
- How will they examine your current equipment and future needs?
- What will go into the design of MPS for your organisation?
- Are financing options available?
- Which printer security protocol options are available? Etc
On-going Maintenance
Check whether the provider offers ongoing maintenance and automatic replacements of print supplies. This will help you mitigate disruptions associated with a lack of print supplies and ensure proper operation throughout the period.
Adherence to Compliance
Ask the provider whether they adhere to proper data security protocols and compliances. Safeguarding your business’s crucial documents is essential.
Customer Support
Check their customer service facilities. Learn whether they offer ongoing ongoing support and recommendations based on different business requirements. This will ensure that they are available whenever your business faces any print management issues.
Get a Quote
Get a detailed quote for their services. Ask them to provide a proper pricing structure customised for your business needs. It will help you understand how each provider is charging for their services.
Trust Munster Business Equipment for Your Print Management!
In today’s world, creating a workplace full of advanced technologies should be a priority for any organisation. While traditional printers are equally crucial as document digitisation, print management is the hardest part. Thus, leverage the benefits of managed print services and improve your business’s efficiency and productivity. MPS can help you manage all your hardcopy device fleets and move your business up the ladder of success.
Don’t know where to start? Visit Munster Business Equipment and check our MPS solutions. Besides these solutions, we also provide multi-functional devices, business printers, and other interactive solutions. Get in touch with us to get your personalised quote now and turn your print management into a seamless operation!