In today’s fast-paced business environment, organisations are continually seeking ways to enhance efficiency and reduce costs. One effective solution that has gained significant traction is managed print services (MPS). But what exactly does it mean, and how can it benefit your business?
Understanding Managed Print Services
Managed print services refer to the outsourcing of your printing needs to a third-party provider who takes over the management and supply of your printing devices and services. This comprehensive solution encompasses everything from printers and copiers to the supplies required, including paper and toner, as well as the software that monitors usage and performance.
By employing managed print services, businesses can gain control over their print environment. This involves assessing current printing needs, optimising workflows, and implementing policies that lead to more sustainable and cost-effective practices.
The Components of Managed Print Services
Managed print services comprise several key components that working in synergy provide organisations with a holistic printing solution. Here are some of the primary elements:
1. Print Assessment
Initially, a thorough print assessment is carried out to evaluate the existing print environment. This involves taking stock of all printing devices, costs associated with print jobs, and the overall volume of print activity. The insights garnered from this assessment guide organisations in formulating a customised MPS strategy.
2. Device Management
After the assessment, the next step is optimizing device management. This means streamlining the number of printers and multifunction devices, ensuring that the most efficient models are in place for each department. Device management within managed print services focuses on reducing redundancies and improving performance.
3. Software and Monitoring
A crucial aspect of managed print services is the use of software that monitors print usage in real-time. This software helps in tracking the number of pages printed, alerts for low supplies, and assists in managing print queues, which optimises the flow of work. Such data-driven insights enable informed decision-making and budget forecasting.
4. Supplies Management
Managing supplies effectively is an intrinsic part of managed print services. Providers ensure that the necessary supplies, such as toner and paper, are available when needed, preventing downtime in your operations due to out-of-stock items. This systematic approach reduces waste and enhances the productivity of your organisation.
5. Continuous Improvement and Support
MPS is not a one-off service; it involves continuous improvement. Regular reviews and adjustments are essential to maintain optimal print performance. Support services, such as troubleshooting and maintenance, are also integral to MPS, ensuring that any issues are resolved promptly to minimise disruptions.
The Benefits of Implementing Managed Print Services
The implementation of managed print services can lead to a range of benefits for businesses of all sizes. Here are some of the most significant advantages:
Cost Savings
One of the primary motivations behind adopting managed print services is the potential for considerable cost savings. By streamlining printing processes, businesses can cut unnecessary print costs and reduce the expenses associated with consumables. MPS providers leverage their purchasing power, which can lead to lower costs for hardware and supplies.
Enhanced Productivity
Managed print services free up valuable resources within your organisation. By outsourcing the management of print devices, internal staff can focus on more critical tasks that directly contribute to your business’s objectives. Improved workflow optimisations also lead to faster turnaround times for print jobs.
Sustainability
Sustainability is a pressing concern for modern businesses. Managed print services often promote sustainable practices by eliminating redundant devices, reducing paper waste, and implementing environmentally friendly printing practices. Many MPS providers also have initiatives in place to recycle old equipment and supplies.
Improved Security
With the rise of cyber threats, security is a priority for businesses. Managed print services can enhance your print security through user authentication, encryption, and secure print release. This ensures that sensitive documents do not fall into the wrong hands, thereby protecting your organisation’s data.
Final Thoughts
In conclusion, managed print services offer a comprehensive solution for organisations aiming to optimise their printing environment. The ability to assess, manage, and continuously improve print operations leads to significant cost savings, enhanced productivity, sustainability, and improved security. By understanding what managed print services entail, businesses can make informed decisions about whether to incorporate MPS into their operational strategy. Embracing these services could be a step toward a more efficient and cost-effective printing future.
If you need help with Managed Print Services, or are interested in a free print audit, then please Contact Us