In today’s digital age, businesses of all sizes still rely heavily on printing. From invoices and contracts to marketing materials and internal communications, printers are essential to daily operations. However, managing a print fleet can be costly, time-consuming, and inefficient if not handled properly. This is where Managed Print Services (MPS) come in.
MPS is a comprehensive solution that allows businesses to outsource the management of their printing needs to a third-party provider. But what does that mean exactly, and how can it benefit your business? In this blog post, we’ll explore what MPS is, how it works, and the key advantages it can bring to your organisation.
What Are Managed Print Services?
Managed Print Services (MPS) is a system where a provider oversees the entire printing infrastructure of a company. This includes managing printers, copiers, and other related equipment, as well as handling supplies, maintenance, and ongoing optimisation of print activities. MPS providers typically offer monitoring tools to track print usage, manage devices, and optimise workflows.
An MPS solution is tailored to your specific business needs. The provider assesses your existing print setup, recommends improvements, and then manages everything from device installation and maintenance to supply replenishment and troubleshooting. Essentially, MPS takes the burden of print management off your hands, allowing you to focus on other critical business functions.
How Do Managed Print Services Work?
MPS solutions are built around monitoring and managing your print infrastructure remotely. Here’s a breakdown of the core components of how MPS works:
- Assessment and Consultation: The MPS provider starts by assessing your current print environment, including the number and types of printers, usage patterns, and costs. Based on this assessment, they design a customised solution that fits your business needs.
- Device Management: The provider supplies, installs, and manages the printers, copiers, and other devices. They’ll monitor the health of your devices and ensure they are regularly maintained to prevent downtime and extend their lifespan.
- Consumables Management: With MPS, the provider automatically orders and delivers printer supplies like toner and paper before they run out. This ensures that you won’t experience unexpected shortages, and it often leads to more cost-efficient ordering.
- Optimisation: MPS providers help optimise your print environment by recommending strategies to improve efficiency and reduce unnecessary print volumes. This might involve setting up rules to limit colour printing, automatic duplex printing, or centralising devices to improve accessibility.
- Support and Maintenance: With MPS, you receive dedicated support for troubleshooting and repair. Any issues with your print devices can be addressed remotely or via on-site visits, depending on the agreement with the provider.
Benefits of Managed Print Services
Cost Savings
One of the most significant benefits of MPS is the cost savings. By outsourcing print management, businesses can reduce the costs of purchasing and maintaining individual devices. MPS providers also offer cost-per-page pricing, which means you only pay for what you print. Furthermore, optimising your print environment can reduce unnecessary printing, leading to long-term savings.
Increased Efficiency
MPS eliminates the time and effort involved in managing multiple printers, ordering supplies, and dealing with maintenance issues. With remote monitoring, your print fleet is proactively managed, which reduces downtime and improves overall efficiency. Employees can focus on their core tasks rather than dealing with print-related issues.
Environmental Impact
MPS providers often recommend and implement eco-friendly practices, such as double-sided printing and the use of energy-efficient devices. This can significantly reduce paper and energy waste, helping your business operate more sustainably.
Improved Security
With sensitive information often passing through printers, security is a crucial concern. MPS providers ensure that your print environment is secure by offering features like secure print release, password protection, and document encryption, which helps prevent unauthorised access to confidential documents.
Scalability and Flexibility
Managed Print Services can grow with your business. Whether you need to add more devices, integrate new technologies, or scale your print volume, MPS solutions are adaptable. Providers offer flexible contracts that allow you to adjust services based on changing business needs.
Conclusion
Managed Print Services can transform how your business handles printing, from reducing costs and improving efficiency to enhancing security and sustainability. By outsourcing print management to a professional provider, you not only free up internal resources but also gain access to expertise and technologies that can optimise your entire print environment.
If your business is looking to streamline its printing operations and reduce overhead, Managed Print Services could be the perfect solution. By working with an experienced provider, you can ensure that your printing processes run smoothly, efficiently, and cost-effectively, leaving you with more time and resources to focus on growing your business.