More and more companies are turning to managed print services to help them manage and optimize their printing environment. Here are some reasons why:
In this article, you’ll learn the what, the how, and the why of managed print services. Armed with this knowledge, you can decide whether it’s a good option for you and your organization.
[Download our free, comprehensive guide to managed print services.]
But what does that mean?
In a nutshell, managed print services streamline and optimize your printing environment, saving you time, money, and frustration. They reduce the burden on your IT team, freeing them up for more important issues and concerns.
For instance, say a company has multiple offices, each with their own printers and copiers. With managed print services, they’d be able to:
If your company has a high print volume and/or a large number of printers, managed print services could be a good fit.
There are several reasons companies turn to managed print service providers for help. Here are some of the reasons we often hear:
“My print costs are climbing, and I can’t figure out why. I’m not sure if it’s a printer issue, an ordering issue, or a combination of both. I’m in the dark.”
“Our printers and copiers are a constant strain on IT, causing headaches and frustration when they have more pressing issues to deal with.”
“I feel like every time I turn around, there’s another purchasing order for toner that went through. I can’t get a handle on the printing budget because it’s all so disorganized. I want to work with one vendor who can help me budget properly, reduce costs, and streamline ordering.”
Managed print services solve these problems and more by providing automatic supply delivery, transparency in cost and budget, and support that takes the burden off the IT department.
At this point, you may be wondering, what does an MPS provider do? How does it all work? To understand what managed print services providers do, it helps to learn the process:
Assess
The first step to optimizing your print environment is to understand where it is right now. An MPS provider will assess your current print usage, paper flow, copier/printer hardware placement, and more. They will analyze their findings to figure out where the weaknesses are and how to best optimize your print environment for success.
Design
Once the assessment is complete, an MPS provider will design a more efficient and cost-effective printing environment. For instance, if they found that one of your more inefficient printers was handling the highest volume while the printer down the hall is better suited for high-volume prints, they would flip-flop the two.
ImplementNow that you’ve agreed on a new design, the next step is implementation. Depending on the size and scope of the project, this could take a couple of weeks or up to a couple of months. No matter how long the process is, the MPS provider should handle it all – from installation and set-up to employee training.
ManageThis is the best part of the process because it’s when you get to sit back, relax, and let your MPS provider take care of it all. A managed print services provider will automate your supply delivery, as well as troubleshoot and monitor your printing environment. They will also provide you with regular reporting and metrics.
An important part of this phase of this process is continuous optimization. A quality MPS provider won't rest with just managing your print environment. Instead, they will seek to further optimize your print fleet at every turn, as well as evolve with your organization as it grows and changes.
[Learn more about this process in our blog, 4 Steps to a Quality Managed Print Services Program.]
This is the question every CFO, IT manager, or office manager asks themselves when deciding whether to invest in managed print services. And it’s a valid one. After all, managed print services are not for everyone. For instance, if you run a relatively small operation, with just a handful of printers or copiers, MPS is probably not a good fit. On the other hand, a medium to large-size company with a high printing volume and/or multiple printers and copiers would likely benefit from an investment in MPS.
The main factors to consider when deciding whether managed print services are worth it are:
The following are some of the benefits of managed print services.
At Office Basics, we place a high priority on sustainability. No matter what type of ink/toner you use, we make it easy to recycle the cartridges. Simply give us your used cartridges when we make a delivery, and we’ll take care of it for you!
If you’ve decided you want to invest in managed print services, the next step is to choose an MPS provider. If you were to search “managed print services near me,” Google would offer up lots of results. But how would you know which provider had the expertise and bandwidth to take on your printing environment?
To help you choose, here are a few questions to consider:
Hopefully, you now have a more complete understanding of managed print services. If you’ve decided MPS isn’t for you, that doesn’t mean you can’t trim costs and streamline your ordering processes. Talk to your office supplies provider to determine the best options for your needs.
If, on the other hand, you think MPS might be a viable option, the next step would be to reach out to a few MPS providers to dive into the details.
At Office Basics, our strategic managed print services programs can reduce your printing costs by up to 30%. Our Print Solutions Specialists work with you to understand your company’s printing needs, volume, and current spend. We guarantee pricing on service contracts for up to five years.
With industry-leading software that keeps track of your print usage and automates supply replenishment, you’ll never have to worry about running out of cartridges again. We offer next-day delivery with no minimums.
We also provide transparent reporting and metrics, so you can accurately budget for printing. Our Print Solution Specialists will track and troubleshoot printing errors and issues, freeing up your IT staff to focus on more important issues.
Worried about security? Our machines offer security features to keep networked printers, documents, and data safe. As an environmentally conscious company, we’ll show you ways to reduce your carbon footprint. Benefits include our free toner recycling program, along with ways to save on electricity and paper.
If you’re ready to move forward with managed print services, book a free assessment with one of our Print Solution Specialists today!