April 20, 2024
Managed Print Services

Harnessing Efficiency: Unleashing the Potential of Managed Print Services

Organizations across all industries are constantly looking for ways to optimize their operations and streamline processes to increase efficiency and reduce costs. One area that is often overlooked but presents significant opportunities for savings is an organization’s printing infrastructure and management of print devices such as printers, copiers and multi-function devices. With Managed Print Services (MPS), organizations can take control of printing costs, improve workflow and enhance security.

Understanding Managed Print Services

Managed Print Services refers to an operational model where a third-party provider takes over the management, maintenance and optimization of a client’s entire print infrastructure. With MPS, all document printing, copying, scanning and faxing needs of an organization are consolidated and managed by an external managed services provider. Some of the key components of a typical MPS program include:

– Device Assessment and Optimization: The MPS provider will conduct a thorough assessment of the client’s existing fleet of printers, MFDs, copiers and scanners. This includes analysing printing volumes, usage patterns and documenting device locations. Redundant or underutilized devices are identified and recommendations are made for rightsizing the fleet.

– Procurement and Installation: Based on the assessment, the MPS provider takes care of procuring the right devices, replacing or consolidating existing equipment. New multi-function devices, printers and other hardware are installed at the client’s sites.

– Supplies Management: All toner, ink and other consumables required for print jobs are centrally managed and monitored by the Managed Print Services provider. Automated replenishment ensures devices never run out of supplies.

– Break/Fix Services: All repair and maintenance of devices is handled by the MPS provider via level 1-4 support. Device uptime is maximized through preventive maintenance and quick response to issues.

– User Support and Training: A single point of contact is provided for all print-related queries from users. Training is also given on key features and functions to improve productivity.

– Reporting and Analytics: Detailed reporting on usage volumes, device productivity, supply consumption etc. is made available. This helps identify further optimization opportunities.

– Software Solutions: MPS providers offer fleet management software, mobile printing options, document capture/workflow solutions for advanced functionality.

Benefits of Managed Print Services

The benefits that MPS delivers to organizations are tremendous. By outsourcing print management to an expert provider, organizations can reap the following advantages:

Cost Savings

Statistically, organizations see 20-50% reduction in printing costs within the first 12-24 months of engaging an MPS provider. Savings come from optimization of devices, centralized supplies procurement and avoidance of unpredictable repair costs of aging equipment.

Improved Workflow Efficiency

New MFDs and software tools enhance workforce mobility and collaboration. Features like mobile printing, scan/send-to-email and digital file archiving streamline business processes. Employees spend less time on mundane printing tasks.

Increased Security

Print data security and document/device access control are key strengths of MPS. Solutions exist for secure/ Pull printing from any device, preventing data leaks. Audit trails also enhance regulatory compliance.

Budget Predictability

With MPS, printing turns from a capital expenditure to a managed operational expense. This provides long-term budget predictability and frees up capital for other strategic investments.

Simplified Management

By leveraging the MPS provider’s expertise, organizations reduce the resource hours spent on printer procurement, support and issue resolution. IT staff can instead focus on core competencies.

Environmental Responsibility

With the right optimization techniques, MPS programs significantly curb paper, energy consumption and e-waste. This strengthens any organization’s green credentials.

Adopting Managed Print Services

Making the switch from an in-house print management model to MPS does require some initial planning and evaluation of potential partners. Organizations must provide their printing requirements to prospective MPS providers, who will in turn propose solution designs and pricing structures. It is important to evaluate past project experience, certifications, security compliance and quality of support processes while shortlisting MPS partners. A phased pilot implementations approach is also recommended before company-wide rollout. Overall, MPS delivers transformative results for businesses of all types looking to modernize their printing infrastructure.

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