Managed Print Service
Growth Your Business
Why Your Business Needs MPS
In today’s fast-paced business environment, efficiency and cost reduction are at the forefront of operational strategies. Managed Print Services (MPS) play a pivotal role in achieving these goals by optimizing the management of document output devices. This comprehensive guide delves into the intricacies of Managed Print Services, exploring their benefits, components, and implementation strategies.
What is Managed Print Services (MPS)?
Managed Print Services refers to the outsourcing of business document output management to a third-party provider. MPS providers take responsibility for maintaining a company’s fleet of printers, copiers, scanners, and fax machines. This service extends beyond hardware management to include the supply of consumables, document management, workflow improvements, and maintenance services.
Core Components of Managed Print Services
Assessment: The first step in implementing an MPS solution is conducting a thorough assessment of the current print infrastructure. This evaluation identifies underutilized or inefficient devices, redundant processes, and potential areas for cost savings.
Optimization: Based on the assessment, the MPS provider suggests an optimized fleet configuration. This might involve replacing outdated devices, repositioning existing printers for better access, or integrating multifunction devices to reduce the overall number of machines.
Implementation: With a plan in place, the MPS provider implements the new setup. This phase often includes the installation of new hardware, software solutions for better document management, and training for staff on the new systems.
Management and Monitoring: Ongoing management is a critical component of MPS. Providers use sophisticated software to monitor usage, manage supply levels, and ensure that devices are operating efficiently. This proactive maintenance helps prevent downtime and extends the lifecycle of equipment.
Reporting: Regular reporting allows businesses to understand their print usage patterns and costs. These insights are crucial for continuous improvement and further cost reduction strategies.
Benefits of Managed Print Services
Cost Savings: One of the primary advantages of MPS is the potential for significant cost reductions. By optimizing the print environment, businesses can save on consumables, reduce energy consumption, and minimize waste. MPS also shifts printing costs from a capital expenditure to a predictable monthly expense, aiding in better financial planning.
Enhanced Productivity: MPS frees up staff from the burdens of printer-related tasks, such as troubleshooting and maintaining equipment. This allows employees to focus on core business activities, enhancing overall productivity.
Improved Security: Printers and multifunction devices are often overlooked as security risks. MPS providers implement security measures such as user authentication and encrypted print jobs to protect sensitive information.
Environmental Sustainability: MPS supports sustainability initiatives by reducing paper waste and energy usage. Many MPS providers offer recycling programs for consumables and outdated equipment, further enhancing a company’s green credentials.
Scalability: As businesses grow, their print needs evolve. MPS offers scalability, allowing companies to easily adjust their print environment to suit changing requirements without significant capital investment.
Implementing Managed Print Services
Choose the Right Provider: Selecting an experienced and reliable MPS provider is crucial. Look for providers with a track record of success in your industry and a robust service offering that meets your specific needs.
Set Clear Objectives: Define what you aim to achieve with MPS. Whether it’s reducing costs, improving security, or enhancing efficiency, clear objectives will guide the implementation process and help measure success.
Involve Stakeholders: Engage with key stakeholders from various departments to understand their needs and concerns. This inclusivity ensures the MPS solution meets the diverse needs of the entire organization.
Regular Reviews: Once implemented, regularly review the MPS program with your provider to ensure it continues to meet your needs. Regular feedback and adjustment will help maximize the benefits of MPS.
