The managed print services definition is broad, but the end result is simple: gaining visibility and control of your printing, which helps you save money and boost productivity. Managed print also helps you improve environmental sustainability and document security.
Although your IT Department may be capable of analyzing your print fleet, is it the best use of their time? An MPS provider has experience analyzing print fleats of all sizes. THey also possess specialized knowledge in prniter fleet consolidation methods to ensure your business implements the proper equipment at an affordable price. This analysis will consider all aspects of your business’ printing needs including scanning, printing, copying, and faxing.
One of the first things to be assessed is the need and use of local printers. Typically, they are inefficient and more costly than realized. These printers only service one user and are rarely networked, making them inefficient in most business environments. They also often require unique cartridges that are more costly and prone to purchasing and inventory tracking challenges.
Placing your printing equipment in easily accessible areas for an appropriate amount of employees will help improve workflow and maximize your device usage. Easy accessibility to this equipment is critical to the effectiveness of your employees. Too often, time is wasted walking across the building or to another floor for printed material. This decreases your employee's ability get their work done.
Managed Print Service providers can help you identify which machines are underperforming and replace them with more efficient devices. MPS providers are knowledgeable specialists that know the best printing devices available for your business needs and your budget. They'll consider things like your printing history and your business goals.
Eliminate the need for ordering toner cartridges by entering into an MPS program. These programs can monitor your devices and automate shipment of toner based on when your machines run low. Keep your employees productive by eliminating equipment downtime caused by lack of supplies with an effective managed print services program.
MPS programs enable you to consolidate your costs (and vendors), which provides the ability for a consistent monthly investment. By entering into a partnership with an MPS provider, there will be no more surprise maintenance or unpredictable printing costs.
IT departments are often focused on their regular tasks. Training employees and fixing their printing problems isn’t their top priority and usually is the first task to get put on the back burner. Managed Print Service providers can assist in employee training and provide help desk support for print issues.
With mobile printing, your employees will be able to print remotely from off-site locations, from any device. This could provide many improvements for your business. For example, an employee doesn't have to come into the office to print important paperwork and other employees don't have to spend precious time looking for the document to print for them. If your business supports a mobile print environment, MPS providers can help establish, maintain and provide troubleshooting support.
Managed print service solutions come in many forms and can be tailored to your business' needs. It is a complete print solution that keeps your IT staff focused on priorities, reduces print costs, improves productivity and generally enhances the effectiveness of your print environment. MPS programs even reduce the workload of your IT department and therefore, increase their efficiency. Finally, MPS programs are a partnership that enhances a business' ability to manage their printing environment more efficiently.
By "printing," we mean the total cost of managing and optimizing your printers, their output, and the people and processes that support these devices. This includes:
Pages produced by office workers, mobile workers and production print operations
Office desktop printers, multifunction printers, copiers, scanners, fax machines and high-volume printers
Materials sent out for quick printing, offset printing, mailing and distribution
IT help desk support, technical service, maintenance, and add, move and change requests
Paper, ink, toner and other supplies and consumables
The best managed print services companies do more than just oversee your printers. They also:
Conduct a thorough, up-front assessment to analyze your current printing infrastructure.
Monitor, manage and optimize your total print output environment, end to end, regardless of printer brand.
Provide a roadmap to reduce the number and types of printing devices and supplies while meeting the needs of your business.
Proactively identify and solve potential printing problems and replenish supplies before employees are affected.
Reduce your environmental footprint through printing less paper, consuming less energy, generating fewer greenhouse gases and keeping waste out of landfills.
Give telecommuters and mobile workers easy and secure printing access.
Continuously monitor your printing environment and use ongoing process improvements to save you time and money.
Provide network management and information technology (IT) integration, from platform support to cloud-based solutions.
Train your employees for a smooth transition through change management so they are more satisfied and productive.
Have a proven track record in deploying managed print services anywhere in the world through a global network of highly skilled experts.
Turn slow, paper-based processes (like routing and approvals) into automated, digital ones.
Printing is an essential function in most businesses and the approach you choose will affect your cost, level of responsibility and effectiveness. In turn, each of these variables influences future ROI, productivity and workflow.
Choosing a print solution that complements your organization’s needs and employee work requirements is very important, not only from a productivity standpoint, but also for your bottom line. When you look at the figures, considering your print options makes sense: