While efficiency in the workplace is a top priority for most businesses, it can be hard to create in areas such as printing. Efficient printing procedures require you not only to have a high level of knowledge about how your printer works, but also the time to implement and monitor solutions to increase productivity. Many owners and managers simply have too much on their plates to tackle printing efficiency. This is where managed print services can help. Managed print services, or MPS, allow you to delegate your printing needs to an expert from your copier company. Handing these tasks off to an outside person not only frees up time for you to focus on your business, it can boost your productivity and efficiency in myriad ways.
Finding the right equipment
In order to do a job well, you need the right tools. One of the first tasks that a managed print services expert will undertake is to do a full evaluation of all of your printers/copiers and connected devices. They can help you streamline your fleet of copiers by making sure all devices are properly connected to your network, reducing the need for multiple printing machines in different areas of the office. Another task for managed print services is to determine whether the printers you have are the right ones for your business. If your current printer is too slow or has outdated features, it can make big projects incredibly frustrating. On the other hand, if your current copier has more bells and whistles than necessary, you’re probably wasting money. MPS can help you find the perfect balance.
Managing printing jobs and reducing waste
Many businesses only have a vague idea of how much paper, toner, and other consumables they use while printing. Managed print services can help you dissect your printing jobs to determine which departments or employees are printing the most. This will allow you to determine if there are ways to reduce the amount that needs to be printed. Managed print series can also help you establish settings that limit printing, which will save you money in the long run. In addition, it can help you configure your print settings to maximize toner and save paper. Most importantly, MPS can teach you and your staff all of the tricks to use your printer effectively.
Limiting downtime
There seems to be a rule that your copier always breaks down at the worst possible time. Managed print services can help you avoid this frustration by providing routine preventative maintenance on your copier. Updates to firmware and regular replacement of belts and other parts can also help. MPS can also monitor your devices for error messages or other warning signs that a big breakdown may be imminent. If a breakdown does occur, MPS will be there to fix your machine and get you back on track.
Eliminating inventory woes
How much money and space are you using in the form of back-up toner or ink cartridges? Most businesses aim to keep at least one back-up cartridge for each printer in their office. If you have multiple devices, this can quickly add up to a large amount of money being tied up in unused toner. When MPS streamlines your printer fleet, one goal is to limit devices to a single brand and model. This allows you to purchase only one type of cartridge rather than multiple different types.
Managed print services are an excellent tool for busy business owners or managers. They help free up your time and the time of your IT department to focus on more pressing business matters. Contact us for a consultation on your printing needs.
Frequently Asked Questions
1. What is Managed Print Services (MPS) and how does it work?
Managed Print Services (MPS) refers to outsourcing the management of your business’s printing needs to a third-party provider. An MPS expert assesses your current equipment, monitors your printing usage, and streamlines your printing processes to enhance efficiency and cut costs. From replacing outdated machines to managing toner supplies, MPS takes care of everything, letting you focus on your core business activities. This service not only optimizes your print fleet but also reduces waste and limits downtime.
2. How can Managed Print Services improve printing efficiency?
MPS improves efficiency by evaluating your printer fleet and suggesting changes like consolidating devices or upgrading outdated models. For instance, an expert might recommend replacing three underperforming machines with one high-efficiency printer, reducing both energy and operational costs. With features like automatic toner replacement and scheduled maintenance, MPS ensures smooth operation, allowing you to focus on more critical tasks. Studies show that businesses can save up to 30% on printing costs by implementing MPS .
3. What are the benefits of Managed Print Services for small businesses?
For small businesses, MPS offers significant advantages like cost savings, increased productivity, and reduced downtime. MPS helps streamline your office’s printing by suggesting the best devices tailored to your needs, minimizing waste, and providing ongoing maintenance to prevent breakdowns. By outsourcing print management, small businesses can allocate more resources to growth, rather than dealing with technical printer issues.
4. How does Managed Print Services help reduce paper waste?
MPS can significantly reduce paper waste by implementing print policies, such as defaulting to double-sided printing or restricting color printing. It also monitors employee print behavior, identifying departments or individuals with high paper usage and offering solutions to minimize excess printing. For example, an MPS provider can set up rules to limit unnecessary printing and offer digital alternatives like cloud-based sharing platforms, reducing your environmental footprint and saving money.
5. Can Managed Print Services reduce toner and ink expenses?
Yes, MPS can help you cut down on toner and ink costs by optimizing print settings, such as using draft mode for internal documents and black-and-white settings for less important prints. Additionally, MPS often provides automatic toner replacement services, ensuring you’re never overstocked or out of toner. Businesses that use MPS report a reduction of up to 20% in toner and ink costs, making it a smart investment .
6. How does Managed Print Services limit printer downtime?
MPS proactively schedules regular maintenance, including firmware updates and replacing worn-out parts like belts and rollers before they cause breakdowns. This reduces downtime significantly and ensures your printers are running at peak efficiency. With MPS monitoring your devices remotely, potential issues are identified early, and troubleshooting can begin even before the problem impacts your workflow. Think of it like a mechanic checking your car before it breaks down—prevention is key.
7. How do Managed Print Services help with inventory management?
MPS takes the guesswork out of managing printer supplies by automating toner ordering and eliminating the need for multiple cartridges for different printer models. By consolidating your printer fleet to a single brand or model, MPS reduces the need to store various types of toner or ink cartridges, cutting both costs and space needed for storage. This results in a leaner inventory, freeing up both physical and financial resources for your business.
8. Is Managed Print Services worth the investment for large companies?
Absolutely! For large companies, managed print services offers centralized control over extensive print environments. By optimizing the entire fleet and automating supply management, MPS ensures that everything runs smoothly across multiple departments or locations. With analytics and reporting features, large companies can track print usage and identify opportunities for cost savings and improved sustainability. Some large enterprises have reported up to 60% reductions in print-related expenses after adopting MPS .
9. Can Managed Print Services improve security for sensitive documents?
Yes, MPS plays a critical role in securing sensitive business documents. By implementing secure print protocols—like requiring PIN codes for release at the printer or utilizing encryption for network printing—MPS prevents unauthorized access to confidential documents. With cybersecurity becoming more of a concern, MPS providers also offer data monitoring and compliance with industry standards, ensuring your information stays safe.
10. How can Managed Print Services benefit IT departments?
MPS relieves the burden on IT departments by handling routine printer maintenance, troubleshooting, and supply management. Instead of constantly responding to print-related issues, IT teams can focus on strategic initiatives that drive business growth. Additionally, MPS providers offer remote monitoring and support, resolving many printer issues before IT even needs to get involved. This helps businesses reduce help desk calls and improve overall operational efficiency.
