In today’s fast-paced business world, companies are constantly seeking new ways to improve efficiency and reduce costs. One area that is often overlooked is the print environment.
Managed print services (MPS) offer a comprehensive solution to optimize print operations and unleash a host of benefits.
We will go into the benefits of managed print services, provide guidance on selecting the right managed print services provider, and share industry success stories. By the end, you’ll have a clear understanding of how MPS can revolutionize your business.
Top Benefits of Managed Print Services According to Expert
Cost Reduction and Control
Managed Print Services (MPS) provide businesses with several benefits, including cost reduction and control. MPS can help businesses save up to 30% on their printing costs, according to Marconet, which is a managed printer services provider.
MPS operators can identify inefficiencies and implement cost-saving measures, optimize printer usage, monitor print volumes, and provide insights into printing costs (Papercut).
Enhanced Security
Managed Print Services (MPS) offer a range of features to protect sensitive information, which is becoming increasingly important with the rise of data security concerns.
MPS can help reduce cybersecurity threats by providing encryption updates that are necessary to keep printers secure (E-arc). MPS can improve the security of documents by offering automatic hard drive wiping functionality that can purge electronic copies of sensitive data saved to devices (Monster Technology).
MPS providers offer security features that prohibit any important data from being hacked into and protect sensitive and business-critical data stored in the cloud (Mps Monitor, DpsMagazine).
MPS can help secure data in healthcare organizations by partnering with an MPS provider to add value in the form of better security (Maccopy). Overall, MPS can help businesses improve their data security and protect their sensitive information from cyber threats.
Improved Sustainability
Managed Print Services (MPS) promote environmentally friendly practices, which contribute to a company’s sustainability goals.
MPS providers can help businesses reduce their environmental impact by evaluating their paper usage, optimizing printer usage, and implementing cost-saving measures (Managedprint, Papercut).
MPS can reduce energy consumption, minimize paper waste, and encourage recycling initiatives, which can enhance a company’s corporate social responsibility (Cdw, Dme).
MPS providers can also help businesses better understand their real costs and actively work to lower those costs, which can lead to cost savings and sustainability (Dme).
By outsourcing print management to an MPS provider, businesses can focus on their core competencies and leave print management to the experts, which can lead to increased efficiency and productivity (TomorrowsOffice).
Better Resource Allocation
Managed Print Services (MPS) can help businesses allocate their resources better, save time, and increase efficiency. MPS experts can help businesses monitor and manage print supplies, purchase and service hardware, and identify processes to improve efficiency (Appliedinnovation).
MPS offers a range of advantages to businesses, including increased efficiency, cost reduction, improved productivity, reduced waste, and long-term cost savings (Papercut, Tomorrowsoffice, Kelleyconnect).
By outsourcing print management, businesses can focus on their core competencies and leave the printing hassles to the experts. MPS can also provide data-driven insights about the printer fleet, which can help businesses save money and increase productivity (Connection).
Choosing the Right Managed Print Services Provider
When selecting an MPS provider, consider the following factors:
- Experience and expertise in your industry
- Range of services offered
- Track record of successful implementations
- Pricing and contract flexibility
Implementing Managed Print Services
To ensure a successful MPS implementation:
| Step | Action Items | Expected Benefits |
| 1. Assess Current Print Environment | – Inventory all printers, copiers, and multifunction devices | – Identify inefficiencies and areas for optimization |
| – Analyze usage patterns, volumes, and costs | – Develop baseline for cost and performance comparisons | |
| – Identify security and compliance requirements | – Ensure proper measures are in place to meet requirements | |
| 2. Design Optimized Print Solution | – Consolidate and standardize device fleet | – Reduce maintenance costs and improve ease of management |
| – Determine the optimal placement of devices based on user needs and workflow efficiency | – Enhance user productivity and reduce wasted time | |
| – Implement security and compliance measures, such as user authentication and secure printing | – Protect sensitive information and maintain compliance | |
| 3. Monitor and Manage Print Services | – Continuously track device usage and performance | – Identify trends and areas for further optimization |
| – Proactively address maintenance needs and supply replenishment | – Minimize downtime and maintain peak performance | |
| – Regularly review and update security measures and compliance | – Ensure ongoing protection and adherence to requirements | |
| 4. Continuous Improvement and Review | – Regularly analyze usage data to identify opportunities for improvement | – Drive ongoing cost savings and efficiency gains |
| – Adjust and optimize device fleet and placement as needed | – Adapt to changing business needs and user requirements | |
| – Review and update security and compliance measures as regulations and technology evolve | – Maintain a secure and compliant print environment |
MPS is not a one-time solution but an ongoing process. Regularly review and update your print environment to maximize efficiency and stay ahead of industry trends.
Frequently Asked Questions
What are the costs associated with managed print services?
Costs vary depending on the size of your business and the scope of services required. However, MPS can typically help businesses save up to 30% on print-related expenses.
How do managed print service providers ensure data security?
MPS providers implement various security measures, such as secure print release, encryption, and user authentication. Additionally, they can help businesses meet industry-specific data protection and privacy regulations.
Can managed print services be integrated with existing IT infrastructure?
Yes, most MPS solutions are designed to seamlessly integrate with your current IT infrastructure, ensuring a smooth transition and minimal disruption to your business operations.
What is the role of automation in managed print services?
Automation plays a crucial role in MPS by streamlining print processes, reducing manual tasks, and optimizing device usage. It helps save time and resources, ultimately boosting overall productivity.
How can managed print services contribute to a company’s sustainability goals?
MPS promotes sustainable practices by reducing energy consumption, minimizing paper waste, and encouraging recycling initiatives. This not only helps businesses meet their sustainability targets but also enhances their corporate social responsibility.
The Final Words
The benefits of managed print services extend far beyond cost savings. By leveraging the expertise of MPS providers, businesses can enhance security, improve sustainability, boost productivity, and adapt to changing needs.
As the industry continues to evolve, embracing managed print services now can position your organization for success in the long run.
