Optimizing Your Print Environment with Managed Print Services (MPS)
In today’s fast-paced business world, cutting costs and reducing spending is a top priority for many managers. However, one area that is often overlooked is the print environment. Equipment such as printers, copiers, faxes, and scanners are necessary for nearly every business, but they tend to slip under the radar, along with print consumables and maintenance.
The main reason for this oversight is that the money to pay for these items often comes from a variety of departments, making it nearly impossible to track spending. This is where Managed Print Services (MPS) come in. An MPS provider is an expert in the field of print optimization and has all the tools and resources needed to manage your entire print fleet from A to Z. By partnering with an MPS provider, you can free up valuable IT resources and provide immediate cost savings.
The benefits of Managed Print Services are numerous. We’ve listed a few to help you understand how they can be beneficial to your organization.
#1 Opportunity
MPS provides an opportunity to conduct a thorough print assessment, starting with a detailed inventory of equipment and supplies. This reveals the actual cost of printing within the organization and allows for opportunities for savings to be realized and implemented. For example, unnecessary equipment can be eliminated, print volumes and supplies can be remotely monitored, and routine maintenance of print equipment can be provided to ensure continuous operation.
#2 Consolidation
In unmanaged print environments, an excess of copiers, scanners, fax machines, and printers is a common issue. This can often be attributed to low initial costs, perceived necessity, and poor interdepartmental communication. In larger organizations, this can lead to a high device-to-employee ratio, such as one device for every two employees. Managed Print Services (MPS) can accurately account for all hardware devices, considering their age and usage, to effectively reduce the device count without compromising productivity. By using more efficient devices, organizations can not only reduce their environmental and hardware footprint but also save on costs significantly.
#3 Increased Productivity
Managed Print Services (MPS) can improve productivity as well. With a Managed Print solution, potential issues can be identified and resolved in advance, before they become critical. Toner is refilled automatically, upgrades are carried out, and preventive maintenance is performed to maintain an efficient print environment. This lets your IT team concentrate on more crucial assignments instead of fixing problematic printers.
#4 High-end Security
Managed Print Services (MPS) aid in continuously maintaining data security. In the present day, printers operate similar to other computers in a network and can serve as a vulnerable access point for cyber attackers if not properly secured. An MPS provider will guarantee that all conceivable security measures are implemented in advance to address your print security proactively.
#5 Budget Predictability
MPS can provide budget predictability as one of its benefits by streamlining your printing infrastructure. The cost-saving features of an MPS plan, such as set monthly fees and reduced inventory, can help you control your printing expenses. In addition, centralized invoicing can further aid in managing costs.
#6 Environmental Impact
MPS can impact your bottom line by reducing waste and recycling programs to help you achieve your environmental goals, lowering equipment maintenance costs through preventative maintenance, and reducing labor costs by spending less time dealing with print issues.
Managed print services are an essential tool for any business looking to optimize its print environment, reduce costs, improve productivity, and enhance security. By partnering with an MPS provider, you can benefit from expert advice, streamlined processes, and ongoing support to ensure your print environment runs smoothly and efficiently.
