April 24, 2024
Managed Print Services

Navigating the Evolution: Exploring the Power of Managed Print Services

Managed print services (MPS) have revolutionized printing and document management for businesses across all industries. With new technologies helping organizations drive efficiency and cut costs, MPS has become a widely adopted solution. This article explores the key aspects of MPS and how it benefits businesses.

What are Managed Print Services?

An MPS program is where a third-party provider takes over the management, maintenance and optimization of a company’s entire print infrastructure. This includes multi-functional printer/copiers, printing supplies like toner cartridges, and the related software. The provider analyzes the company’s printing needs, installs the appropriate equipment and handles ongoing support, services and supplies.

Rather than paying for each print, copy or scan, organizations pay a fixed monthly fee based on actual usage. This encourages printing only what is necessary while gaining access to the latest technology. The provider handles monitoring performance, addressing issues and making upgrades or replacements. It takes printing out of the hands of internal IT teams so they can focus on strategic priorities.

Key Components of an MPS Program

Most Managed Print Services providers do an initial assessment of a company’s current print environment, usage patterns and needs. After analyzing the data collected, they:

– Install a streamlined fleet of multi-functional devices across offices based on actual volume and types of printing required. This optimizes the number of devices needed.

– Set up a print management and tracking software system. This provides visibility into print volumes and usage reports for billing and making refinements.

– Establish supplies management with just-in-time delivery of items like toner, ink, paper and parts. Automatic replenishment programs eliminate stock-outs.

– Provide helpdesk support either on-site or via phone/email for any issues that arise. Regular preventative maintenance keeps devices running efficiently.

– Commit to ongoing optimizations like rightsizing the fleet as needs change, introducing new models, and leveraging analytics for smarter printing. Upgrades are rolled out seamlessly.

– Handle secure device decommissioning, disposal and recycling at end of lifecycle in an environmentally compliant way.

Benefits of Outsourcing Print Management

Cost Savings and Budget Control

MPS providers design programs specifically aimed at lowering printing costs for customers through optimized infrastructure, usage-based billing and supplies replenishment. Organizations no longer need to allocate budgets for large capital purchases of devices or maintaining an inventory of consumables. All expenses become pre-determined operational costs.

Increased Focus on Core Business

Having a third party assume control of print operations frees internal teams to dedicate full attention to their real job functions. Troubleshooting printer issues and supply replenishment are offloaded for good. Downtime is reduced through proactive maintenance.

Improved Documentation Workflow

Document capture, archiving, sharing and retrieval features accelerate processes. Indexed digital records are easily searchable. Additionally, output devices like multifunction printers enable convenient scanning to popular file formats or cloud destinations.

Technology Refresh on Demand

MPS plans deliver continuous access to the latest generation of secure, networked printers and MFPs supported by the latest features. Hardware is replaced or supplemented as needed rather than on long replacement cycles.

Environmental Sustainability

Service providers optimize fleet sizes to cut overprovisioning. Tight supplies management minimizes waste while default settings encourage duplex printing and other eco-friendly habits. Device end-of-life recycling is guaranteed.

Analytics and Reporting Insights

Robust reporting dashboards from MPS vendors display usage trends, identify unnecessary printing patterns, and highlight opportunities for more efficient practices. Data drives continuous improvements.

Securing Print Infrastructure

Internal print servers, drivers and sensitive document access are managed centrally with high security standards by experienced MPS partners. Risk of information leaks is reduced versus an in-house system.

The Advantages of Managed Print Services are Clear

As businesses adapt to a dynamic landscape, MPS has emerged as a solution helping bring print management into the digital, cloud-driven era. Outsourcing to experts allows full leverage of innovative technologies while avoiding upfront investments and maintenance headaches. With quantifiable budget savings, optimized processes, and ability to focus resources on strategic objectives, MPS has become a highly effective procurement alternative for forward-thinking companies.

1. Source: Coherent Market Insights, Public sources, Desk research
2. We have leveraged AI tools to mine information and compile it