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Take Control of Your Documents and Print Fleet

10 major benefits of a Managed Print Service

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Managed Print Service contracts are often associated with large enterprises and big business. However, this is a misconception. MPS benefits scale for startups and small businesses as well. By outsourcing your document printing workflow, it will be possible to reduce costs dramatically and cut down on waste. MPS improves your company’s productivity, from sourcing hardware and consumables through to strategy and support.

In this article, we have gathered 10 points to illustrate the importance of Managed Print Services.

1- Minimise printer downtime

Problems such as ink and toner shortages, printer driver problems and device breakdowns are definitely issues that businesses try to minimise as much as possible. This is especially important when work depends on meeting urgent deadlines. With a Managed Print Service, the responsibility of managing your multi-function devices and printers is handled by a single provider. This ensures that everything related to ‘print’ is working optimally and that you have all the necessary support and consumables to prevent any downtime from occurring.

2- Printing and copying cost reduction

It is a little surprising to know that many companies don’t really track the cost of printing, and don’t realise how much they could save if they choose to a managed print strategy. The main purpose of the move to a Managed Print Service should be a significant reduction in overall printing costs. In fact, according to a recent study by UK consultancy, Quocirca, 90% of companies that implement MPS are satisfied with their decision to do so.

3- Consolidate your hardware, your consumables, and your support

Having one source of consumables and a single vendor to deal with when anything goes wrong, is a highly efficient way of controlling your day-to-day print operations. With one single contact, you benefit from having all common features and solutions managed by a single vendor.

4- Printer/copier count reduction

The process of implementing MPS starts with a full analysis of the company’s current print arrangements. This analysis entails a detailed print audit – this data will be used by your MPS provider to identify areas in your print fleet where changes could be made to reduce printer count, and ultimately, reduce cost as well.

Questions will be asked such as: “does your business need a photocopier AND a laser printer, or a multi-functional printer that can do the same job while consuming less energy?”, “Are compact personal printers being used by managers really necessary, or could you save money by going with more cost-effective workgroup models?”, “Are separate colour and monochrome printers a better choice for one team than a single colour laser?”

5- Make costs predictable

One of the good things about MPS is tracking your hardware costs and making them predictable so that you’re no longer faced with an unexpected hardware bill. There is also an option of leasing hardware instead of buying it, which is something that will ensure that you’re never stuck working with dying products.

6- Improve overall network security

The main risk with unmanaged print is that it’s all too easy for users to print very sensitive documents and leave them in the printer’s tray and forget all about them. With MPS, management tools facilitate tracking all print jobs to enhance security. This helps users and manager to be confident about what they’re printing, how they’re printing it, and why.

7- Cut down on waste

With the right strategy, management tools and hardware, MPS can lead to significant waste reduction. Features like duplex printing or pull-print can be provisioned. This ensures less wasted ink, less wasted paper, and results in an overall better impact on the environment.

8- Get rid of your consumables headache

Monitoring supplies such as ink, toner, or maintenance kits are no longer your company’s responsibility. Purchasing happens automatically via your provider. On top of that, your MPS provider is should provide you with high-quality supplies to ensure great quality prints and reliable service.

9- Develop a print strategy

Real-time analysis is perhaps the most interesting aspect of a full MPS solution. A good provider will be able to provide you with regular reports that enable you to manage your workflow accordingly. Such reports will let you review hardware requirements and how effectively your end-users are using resources. Simply put, live data allows you to take control and develop a strategy to match your workflow – you can then respond to changing needs such as adopting mobile devices, cloud computing, new workflows. Your MPS provider should adapt to support your plans.

10- Free-up your support team

More often than not, smaller businesses have a rather small IT support team. If this is the case, MPS can play an integral role in supporting print/copy and of managing and replacing consumables, so that your support team can focus more on core business-related tasks.

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