What are Managed Print Services?
Many companies struggle to efficiently manage their printing, copying, scanning and faxing needs with an aging fleet of devices. This leads to wasted money, time and frustration. Managed print services (MPS) is a comprehensive service model provided by an outside vendor that analyzes an organization’s entire document output process, then implements optimized solutions.
Rather than selling individual hardware, supplies and services, an MPS provider acts as a partner. They take full responsibility for assessing needs, installing the right tech and handling ongoing support, upgrades and supplies. The goal is eliminating waste while improving workflow through streamlined, cost-effective solutions.
Assessing Current Print Infrastructure
The first step is a comprehensive assessment of the existing print environment. A Managed Print Services provider will inventory all devices, map document flows, analyze usage patterns and costs. They identify inefficiencies like underutilized devices, wasted supplies or non-compliant regulations. Recommendations factor in business goals, security requirements and sustainability initiatives.
Optimizing the Device Fleet
Based on assessment insights, the ideal device types, models and placements are determined. Older machines may be replaced or redeployed more effectively. Multi-function printers allow scanning, faxing and copying in addition to printing. Mobile and remote printing solutions accommodate flexible workflows. Specialty printers handle large format or industrial uses. Proper formatting ensures compliance with regulations.
Managing Supplies and Service
Selecting the right supplies and maintaining equipment are key to minimizing waste and downtime. Managed print services provider owns inventory, tracks usage through meters and ensures optimal levels. They supply generic, compliant alternatives when possible to reduce costs. Technicians handle repairs, preventative maintenance and upgrades on-site or remotely as issues arise.
Monitoring and Reporting
Ongoing monitoring through meter reads and management tools provides usage statistics, error alerts and predictive maintenance insights. Detailed reports track spending, waste reduction, sustainability goals and ROI. Dashboards give administrators real-time oversight of the entire print environment from any location. Proactive problem-solving keeps document workflow running smoothly.
Mobile and Cloud Printing Options
Modern solutions allow printing from any device to a nearby compatible printer on the network. Advanced authentication ensures only authorized users can release jobs. Some providers offer expanded cloud-based services like scanning directly to the cloud for centralized access, storage and collaboration on documents from anywhere. Mobile solutions facilitate remote printing for flexible workflows.
Potential Cost Savings and Efficiencies
By taking charge of procurement, inventory, repairs and upgrades, an MPS provider allows IT departments to focus on strategic priorities. They leverage massive purchasing power to secure the best supplies pricing available. Right-sizing eliminates underutilized equipment costs and excessive stockpile waste. Streamlining workflows reduces paper consumption. Studies show the average managed print services client experiences 30% or more reduction in document output expenses.
Security and Sustainability Benefits
Managed services also strengthen security through device-level controls, activity logging, encryption, authentication and centralized management of print environments scattered across multiple locations. Newer technology improves energy efficiency. Some vendors offer sustainability initiatives like equipment recycling programs to minimize environmental impact. Proper supplies disposal adheres to regulations and diverts waste from landfills.
Evaluating and Managed Print Services Partnership
When choosing a provider, consider their experience, credentials, portfolio of clients and references in matching industries. Service level agreements clearly outline deliverables, performance metrics, escalation protocols, change management processes and termination clauses. Look for customizable solution offerings to suit unique requirements, as well as credit for trade-ins to minimize upfront investment. Carefully examine proposed contract terms, pricing structures and total costs over time versus managing outputs internally. Start with a pilot program in a few departments to prove value before broad rollout. Overall, most companies recoup investment within 18 months or less of optimized managed print solutions.
In today’s digital workplace, print technology remains critical for many document-intensive industries and teams. However, significant inefficiencies often plague existing infrastructure. Managed print services transfer responsibility to an expert third-party, freeing IT department for strategic priorities while delivering hard cost savings, security improvements and sustainability gains through optimized fleet management. With proper due diligence, it’s a compelling solution for streamlining document flows enterprise-wide.
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Vaagisha brings over three years of expertise as a content editor in the market research domain. Originally a creative writer, she discovered her passion for editing, combining her flair for writing with a meticulous eye for detail. Her ability to craft and refine compelling content makes her an invaluable asset in delivering polished and engaging write-ups. (LinkedIn: https://www.linkedin.com/in/vaagisha-singh-8080b91)
