What are Managed Print Services?

Managed Print Services, also known as MPS, involves outsourcing the management of your printer fleet or document production to a third party. Companies that rely on their printers to produce vital documents can benefit from MPS. Below, you'll learn more about how MPS works, the benefits of implementing it, and what to consider when selecting your service provider.

Key Components of Managed Print Services

Partnering with a third-party MPS might differ depending on the service provider. However, these print service providers should have some similar components, listed below.

Needs Assessment

The first stage of implementing an MPS into your business is a thorough needs assessment. The MPS examines your current printer fleet and operational needs and recommends changes based on the results. A needs assessment helps your company maintain a secure, streamlined workflow.

Supply Replenishment

The initial supply order will likely involve providing you with adequate equipment for your needs. The right print fleet can make a massive difference in making your employees' lives easier. From there, supply ordering concerns itself with establishing a continuous order system, ensuring you always have supplies like toner, ink, or paper.

Service and Maintenance

Businesses that rely on a solid print infrastructure must have continuously available service and maintenance. Service technicians evaluate each case individually and evaluate the replacement of parts or printing devices. A dedicated service technician ensures you can maintain your print volume during peak seasons.

Print Security Measures

Modern printers connect directly to your business network, often wirelessly, to ensure you can print from any device. If not addressed adequately, these printers can lead to major security risks. An MPS can establish these network security measures, keeping your network printers from becoming vulnerable spots in your network, even with remote workers.

Benefits of Implementing MPS

Outsourcing this component of your business to a print services provider has several benefits, which are listed below.

Cost Reduction

Whether large or small, document operations face the risk of paper waste and energy consumption, which can lead to high printing costs. By outsourcing this component of your business to third parties, you can save money on your print operations.

Managed printing services house teams of experts when it comes to device management and all sorts of print jobs. Leveraging the expertise of an MPS will help avoid common cost savings pitfalls associated with document-based business processes. The costs of paper, supplies, and equipment can add up. With an MPS, you can avoid higher printing costs.

Increased Efficiency

Managing an entire print fleet involves many potential points of inefficiency. Without the right understanding of your equipment, you might waste a lot of time waiting for print jobs or dealing with slow response times.

By relying on an MPS, you can avoid common delays experienced in the print environment. For example, having a series of employees waiting in line for machines to print out documents is a waste of time. Through an MPS, you can find an elegant solution that avoids network slowdowns and similar interruptions.

Enhanced Security

The IoT, or the Internet of Things, represents a major potential security issue when it comes to printer IT. Beyond that, there's also the problem of document security, which concerns the placement of your printing equipment as well as access levels.

A good MPS knows about these problems and provides solutions through a deep knowledge of the most secure printers and network infrastructure that will keep them safe. This infrastructure is also concerned with the positioning of those printers. This way, you can keep your printers secure when printing sensitive documentation.

Sustainability Goals

Having a large number of print devices can ultimately be a drain on the environment. After all, even small printing operations can create a lot of paper waste, and there's also the matter of energy consumption.

If you're concerned about your environmental or cost impact, an MPS can help you meet your sustainability goals and provide you with knowledge of the most energy-efficient printers. Establishing more efficient processes, which is part of what an MPS also does, can help you avoid situations that waste your supplies.

Pushing toward sustainable work has a dual benefit: saving both money and waste. An MPS helps you understand how you can adopt these practices yourself.

Importance of Effective Print Management

Managed print services (MPS) offer numerous advantages for businesses looking to optimize their printing needs. By leveraging MPS, organizations can effectively manage their print volume, accurately track costs, and prepare for busy periods. Copier Express provides access to high-quality printers and copiers that enhance operational efficiency and eliminate the frustrations of unreliable equipment.

With MPS, businesses can automate supply orders, reducing the burden on their IT departments and ensuring that they always have the necessary materials. Additionally, the transparency in costs and streamlined vendor relations allow for effective budgeting and planning. Copier Express also supports companies through training and on-site technical support, ensuring that staff are well-equipped to utilize the printing equipment efficiently.

Moreover, MPS's remote printing capabilities ensure secure access to printing resources regardless of location. Overall, Copier Express delivers these services in a transparent, straightforward, and honest manner, helping business owners focus on growth while confidently managing their printing needs.

FAQs

How does MPS save my organization money?

MPS can save money through various methods: consolidating print devices, automating supply management, and implementing transparent cost-per-page billing models. Reduced paper waste, lower energy bills, and the elimination of obsolete or underutilized equipment also contribute to cost savings. Moreover, with centralized monitoring, businesses can better track printing habits and identify areas to cut unnecessary expenses.

Can MPS improve our security?

Yes, MPS can significantly enhance print security. With features such as secure print release and user authentication, MPS ensures that sensitive documents are not left unattended in output trays. Additionally, MPS providers can help implement network security measures to protect all print devices from unauthorized access and potential data breaches.

What types of businesses benefit from MPS?

Managed print services can benefit a wide array of businesses, from small startups to large enterprises. Industries that typically see substantial advantages include healthcare, legal, finance, education, and manufacturing. Any organization that relies heavily on printing, whether for documents, reports, or marketing materials, can improve efficiency and reduce costs through an MPS solution.

What’s the difference between MPS and traditional printing services?

The primary difference between managed print services and traditional printing services lies in the level of management and support. Traditional printing often involves a "break-fix" approach, where problems are addressed as they arise, leading to downtime and inefficiency. In contrast, MPS is proactive, focusing on optimizing the print environment, minimizing costs, and ensuring that all aspects of printing—hardware, supplies, maintenance, and support—are handled seamlessly.

Will MPS integrate with our existing systems?

Yes, managed print services can generally be integrated with existing systems and workflows. A reputable MPS provider will work closely with your IT team to ensure compatibility with current software, networks, and security protocols. This integration facilitates smoother operations and minimizes disruptions, allowing for seamless access to print resources while maintaining security protocols.

Is MPS suitable for remote work environments?

Absolutely! Managed print services are well-suited for remote work environments. With capabilities like cloud printing, mobile printing apps, and secure document access from any device, MPS ensures that employees can efficiently and securely print, regardless of their location. This flexibility is particularly valuable in today’s working landscape, where hybrid and remote work options have become standard.

What factors should we consider when choosing an MPS provider?

When selecting an MPS provider, consider their experience and reputation in the industry, their ability to customize services to meet your needs, the range of devices they offer, and their commitment to sustainable practices. Additionally, assess their customer support capabilities, technology integration options, and handling of security measures. Reviews, case studies, and referrals can also help you determine the best fit for your organization.

How often should we reevaluate our MPS arrangement?

It’s advisable to reevaluate your managed print services arrangement at least once a year or whenever there are significant changes in your organization, such as growth, shifts in technology, or changes in printing needs. Regular assessments help ensure that the services continue to provide value, align with your business goals, and adapt to evolving workflows. Engaging in ongoing discussions with your MPS provider can also foster a collaborative relationship that encourages continuous improvement.

Published on 8/20/2024

Last updated on 9/9/2024