Managed print services, or MPS for short, are becoming a popular option for busy business owners and managers. MSP are valuable services provided by your local copier company that allow you to get expert advice and assistance on every aspect of your printing procedures. So, why should you choose managed print services?
You will save time
MPS save you a great deal of time and stress, time that would be better used focusing on your business operations. When you choose MPS, an expert from your copier company will come to your place of business and evaluate your entire printing set-up. They will fix any connectivity issues, optimize your software and firmware, and provide on-going tech support, maintenance, and repair. This means that all you will have to do is push print. You’ll have no more lost time trying to figure out why your copier is displaying that error message or isn’t printing as it should. Plus, employees will be able to do their work more efficiently, too. If you have an IT department, you’ll take a lot of work off their plate, giving them more time to focus on other computer problems and customer service issues. MPS also save you time when it comes to reordering toner or other supplies. Your MPS provider will monitor your supplies and send new toner when you need it.
You will save money
Managed print services can help you save money in a variety of ways. Primarily, MPS will help you optimize your printing procedures to reduce waste and get the most out of your devices. This can be done by configuring your printer settings so that you get the print quality you need while utilizing the least amount of toner, paper, and other consumables possible. Similarly, copier experts can help you understand and utilize your copier’s energy saving features, further saving you money. As an added bonus, this will help you become more eco-friendly. Managed print services providers can also teach you all the cool tricks to print effectively and efficiently, such as duplexing documents, changing your font, or avoiding the need to print incoming faxes. Another way MPS can help you is by streamlining your printing fleet and reducing the cost of maintaining redundant devices. MPS experts can also help you establish and monitor printing limits for your entire company, specific departments, or individual employees. All of these approaches will help you reduce costs associated with wasteful or excessive printing.
You will avoid downtime
There is nothing more infuriating than dealing with printer or copier malfunctions. If you experience a major breakdown right before a project deadline, it can be very detrimental to your business and reputation. One of the best aspects of MPS is the fact that you will have an expert you can count on to keep your copier up and running. MPS provide routine maintenance, cleaning, and replacement of parts, helping to improve efficiency and reduce the chance of a breakdown. If a major malfunction does occur, your local MPS provider will be there to quickly repair your machine, sometimes even on the same day. Remember, having a reliable, trustworthy managed print services provider is often the biggest factor in how satisfied you are with your copier.
Overall, the benefits of managed print services can help your business run more efficiently. By choosing MPS, you’ll be saving time and money, reducing costly downtime, and increasing your peace of mind. The business world is stressful enough. By considering MPS, you’ll take one thing off your list of worries and give yourself a little more time to focus on your customers.
Maximizing Managed Print Services: Tips for Seamless Integration and Optimal Efficiency
Once you’ve decided to implement Managed Print Services, there are several steps you can take to ensure you’re getting the most out of your MPS provider. A proactive approach can help streamline printing processes, reduce costs even further, and foster a more efficient work environment.
Conduct a Print Audit: Know Where Your Resources Go
Before rolling out MPS, consider conducting a detailed print audit. This can be done in partnership with your MPS provider, who can help analyze current usage patterns, identify the highest-demand devices, and flag areas of waste. By understanding how resources are utilized across departments, you can make informed decisions about optimizing print operations, reallocating machines, and establishing print guidelines that align with your organization’s goals.
Establish Print Policies to Encourage Responsible Usage
Managed Print Services work best when employees are on board with resource conservation efforts. Establish print policies that encourage responsible usage, such as duplex printing, black-and-white printing for non-essential documents, and a limit on color printing. You might also set up print quotas for departments or employees, which can help curb excessive printing and cut down on costs. Your MPS provider can guide you in configuring these policies within your print management software.
Integrate Security Measures for Sensitive Information
For industries that handle sensitive data, security is crucial. MPS providers can help businesses implement secure printing features, such as requiring a password or keycard to release print jobs. These features not only protect sensitive information but can also reduce waste by eliminating accidental or abandoned print jobs. Discuss security options with your MPS provider to find the best solution for your business.
Embrace Training and Ongoing Education
Many MPS providers offer training sessions to help employees understand the full capabilities of your devices. By investing in training, your staff can learn efficient printing techniques, troubleshooting basics, and advanced functionalities like document scanning and digital archiving. These skills empower employees to make the most of your print devices, ultimately contributing to smoother operations and cost savings.
Track and Review MPS Performance Regularly
As with any business investment, it’s essential to review the performance of your MPS regularly. Many managed print services providers offer reporting tools that let you track usage, cost savings, and environmental impact. Set aside time each quarter to review these metrics with your provider. If there are areas where your print costs are still high, discuss potential adjustments or upgrades that could further optimize your setup.
