Best Managed Print Services

Managed Print Services Guide

Managed print services (MPS) is a rapidly growing business solution that provides organizations with a comprehensive approach to managing their printing needs. MPS enables companies to identify and address the many underlying issues that can affect their organization's document-related processes, such as financial cost savings, environmental impact, and compliance risks. By taking a holistic view of document management strategies and utilizing best practices, MPS providers seek to optimize the printing process while helping organizations reduce costs associated with paper, ink or toner, hardware, supplies and maintenance.

At its core, an MPS solution will evaluate an organization's existing hardware setup, assess their workflow needs and develop a comprehensive plan for streamlining print output across departments. This plan might include recommendations to purchase new hardware or equipment upgrades; implementing rules for controlling access to certain devices in sensitive areas; consolidating printers into fewer devices; deploying software solutions for tracking usage; providing secure storage of documents on multi-function printer devices; implementing policies for monitoring supplies levels; offering expert support from qualified service providers and more. In addition to helping businesses manage their printed resources, MPS solutions can provide insights into process improvements related to cost savings and productivity gains through better utilization of resources.

The advantages of working with an experienced managed print services partner are numerous: improved security protocols; reduced downtime from malfunctioning printers or poor service response times; increased efficiency through automation of resources like scanning/faxing/copying tasks previously performed manually; improved accuracy in document production by having one standard printer set up across departments which removes the risk of multiple versions being printed at once leading to discrepancies between copies; enhanced productivity by freeing up time spent on dealing with service calls or having staff manually create documents on various machines in different parts of the office building waste time due to location difference instead they just have access right away when they need it without having wait time between printers or making trips back forth constantly throughout the day. Additionally, since all components are monitored by your vendor you’ll have access to detailed reports on usage statistics which can help you track trends over time utilize data more effectively when making decisions about future investments. The end result is greater visibility into how well your organization prints which allows you make changes as needed for optimal performance and cost control purposes overall.

Managed Print Services Features

• Improved Efficiency: Managed print services provide users with improved efficiency since they are designed to help streamline the process of printing documents. This includes providing automatic updates for printers, reducing downtime for maintenance and repairs, and helping implement best practices to get the most efficient use of resources.
• Cost Savings: By using managed print services, businesses can save money by reducing the costs associated with printing documents. This includes lower costs associated with supplies such as toner and paper, as well as reduced labor costs due to automated processes. The savings may also come from increased productivity due to faster printing speeds or fewer errors in document production.
• Security Enhancements: Managed Print Services can help provide better security features for sensitive data by ensuring that all printed materials are encrypted before leaving a printer. This helps protect confidential information from unauthorized access or misuse. Additionally, managed print services can help monitor usage and detect suspicious activity which allows businesses to respond quickly to any potential threats or breaches.
• Automation & Integration: Managed Print Services offer automated processes that allow businesses to integrate their existing printers into their workflow without having to manually configure each individual device or manually transfer data between them. This helps improve efficiency while also allowing businesses to track all activities related to their printers in one place.
• Reporting & Analytics: Managed Print Services provide reporting and analytics which allow businesses to gain insight into how their printers are being used. This includes information on printing habits, patterns, and trends which can help inform decisions related to improving efficiency and reducing costs associated with production.
• Environmental Responsibility: Managed Print Services can help businesses reduce their environmental footprint by helping them optimize their energy use and reduce waste associated with printing. Additionally, managed print services may also provide support for green initiatives such as recycling programs or paperless document production.

Types of Managed Print Services

• Printer-as-a-Service: This type of managed print service (MPS) provides printers as a monthly subscription. This includes the printer itself, maintenance, and support.
• Networking and Security Services: MPS providers can offer networking services to optimize the performance of printers in an office space or home setting. Additionally, security services can be provided to protect certain documents from being accessed by unauthorized personnel.
• Print Monitoring Software: This type of MPS allows companies to monitor their output and track usage and supplies needed for the printer fleet. It also helps identify workflow problems and suggests ways to improve them.
• Document Finishing Solutions: MPS providers can also offer document finishing solutions such as binding, lamination, etc., which help make documents look more professional.
• Paper Supplies Refilling & Delivery: Scheduled refills for paper supplies can be provided by managed print service providers along with delivery directly to the business location when needed.
• Maintenance & Repairs Support: Companies offering managed print services may provide preventive maintenance support as well as repairs in case of any issues with printers or other printing equipment.
• Professional Services: MPS providers can also offer professional services such as consulting and training on how to best use the equipment and workflows for maximum efficiency.

Benefits of Managed Print Services

1. Improved Efficiency: Managed Print Services help streamline processes by giving businesses more control over their printing operations. This allows for better cost management, resource allocation, and monitoring of document output.
2. Reduced Cost: By optimizing the organization's print environment, the costs associated with running a print system can be drastically reduced.
3. Increased Security: Managed Print Services help organizations protect sensitive information by ensuring that print jobs are properly tracked and monitored. Additionally, they can help reduce paper waste and save money on toner and other consumables.
4. Enhanced Productivity: By providing an efficient document workflow process, Managed Print Services improve employee productivity levels by allowing them to focus more on their core tasks instead of worrying about printer maintenance or technical issues.
5. Scalability: As business needs change, managed print services can help quickly scale up or down to meet demand. This makes it easier for organizations to stay ahead of any changes in their industry without having to invest in additional hardware or software solutions.
6. Automation: With automated monitoring tools, Managed Print Services can automate specific tasks such as tracking usage metrics or advanced reporting features that ensure optimal performance levels for your printing system at all times.
7. Improved Visibility: Managed Print Services can provide improved visibility into the organization’s printing system, which makes it easier to identify any potential issues before they become a problem. This also helps organizations to better plan for future printing needs and make more informed decisions.

Who Uses Managed Print Services?

• Small Business Owners: Small business owners often rely on managed print services to help streamline their printing processes and reduce overall costs.
• Large Corporations: With multiple departments, multiple locations, and high volume printing needed, larger corporations can benefit greatly from managed print services.
• Healthcare Facilities: Healthcare facilities benefit from having access to advanced medical printers and other specialized equipment. Managed print services offer a cost-effective way to keep all of the necessary devices running smoothly with minimal technical support staff needed.
• Schools/Universities: Schools and universities are constantly printing large amounts of documents for students and faculty alike. Managed print services provide a cost-effective solution for these institutions by helping them maintain printer networks that are both efficient and safe.
• Government Agencies: Government agencies have strict printing requirements due to security protocols. Managed print services can help ensure that the appropriate safety measures are adhered to while still providing cost savings capabilities.
• Non-Profit Organizations: Non-profit organizations often need robust printing capabilities but may not have the budget or resources to manage it efficiently in-house. Managed print services give these organizations access to top quality equipment without breaking their budget.
• Hotels/Hospitality: Hotels and other hospitality businesses need to be able to print documents quickly and reliably for their guests. Managed print services offer a cost-effective solution by providing the necessary equipment and supplies to get the job done.

How Much Do Managed Print Services Cost?

The cost of Managed Print Services (MPS) can vary depending on the size and scope of the job. Generally, an MPS provider assesses your current printer needs, evaluates usage patterns and future printing needs and then suggests a course of action to meet those requirements. This can include taking over responsibility for all aspects of office printing, such as supplies management, equipment upgrades or replacements, machine maintenance and repair services. Depending on the complexity of the project, MPS can range from a few hundred dollars up to tens of thousands of dollars.

In addition to the initial investment cost for equipment, supplies and maintenance, there are also ongoing costs associated with MPS such as click charges for every page printed or service fees for monthly reports and support. Depending on the type of use in each particular business environment and whether you choose to purchase or lease an MPS system, these additional expenses will vary significantly between providers.

Generally speaking, businesses obtain more value from an MPS solution when they spread it out across multiple locations or users rather than focusing solely on cost savings from one specific location. It is also important to consider how well a managed print service provider will integrate into existing software and hardware systems which may have different operating systems across multiple locations. Working with a reliable partner who understands your specific needs can be essential in helping you identify areas where you may save money while still achieving your desired results in terms of quality output and convenience.

What Integrates With Managed Print Services?

Managed print services integrate with a variety of different types of software, such as document management systems, device analytics, and print tracking services. Document management systems help organizations store, access and manage digital documents in an organized manner. Device analytics provide data on how the organization is using its printers, enabling them to detect inefficiencies and improve their printing processes. Print tracking services allow organizations to monitor how much their employees are printing and identify areas where they can cut down on waste. All of these types of software can be integrated with managed print services to create a more efficient printing environment.

Managed Print Services Trends

1. Reducing Costs: Managed print services are becoming increasingly popular due to their cost-saving benefits. Companies that choose to outsource their printing, copying, and scanning needs can reduce overall costs by up to 30% by consolidating orders and leveraging economies of scale.
2. Consolidating Print Services: By unifying all printing, copying, and scanning needs under one managed service provider, businesses are better able to oversee their consumption patterns, streamline processes, and improve security protocols.
3. Improving Efficiency: Managed print services offer better control over document management systems while providing more efficient digital workflow systems. This improved efficiency helps reduce overhead costs associated with paper-based processing activities such as filing, storage, transport and retrieval of documents.
4. Increasing Security Measures: With the proliferation of sensitive data in today’s business landscape comes an increase in need for tighter security measures. Managed print services often provide enhanced security protocols including user authentication, access control and data encryption for confidential documents ensuring that only authorized personnel can access restricted information.
5. Saving Resources: By moving away from a largely paper-based process towards a digital workflow system supported by managed print services companies can save resources like natural gas or electricity used in traditional office equipment such as printers or copiers as well as ensuring less waste from paper production.
6. Optimizing Workforce Productivity: By freeing up employees from mundane tasks like ordering, stocking, and maintaining printing supplies, managed print services allow businesses to focus their resources more efficiently on higher-value activities resulting in increased workforce productivity.

How To Choose the Right Managed Print Service

First, assess the size and scope of your printing needs. Understand the number of printers in operation and their locations, as well as how frequently they are utilized. This information will help you determine which managed print service is best suited to meet your printing demands.

Next, review each provider’s offerings. Consider any additional services such as remote monitoring, maintenance or repair services, or support for mobile printing needs. Make sure the provider can accommodate your current equipment and has cost-effective solutions that can help you maximize efficiency and minimize downtime.

Finally, pay close attention to customer service and reviews from other customers who have used their services before. Ensure that you feel comfortable with the level of customer service provided by a potential managed print service provider before making a decision. Also ask about the quality of their support staff and whether they provide 24/7 technical assistance if necessary.

By taking these factors into account when selecting managed print services, you can ensure that you find a provider that meets all your organizational needs while also providing top-notch customer support when needed.