For a company with a widespread printing environment, managing the printer fleets can be a real struggle in terms of time and resources. First, you have to ensure that the machines are always working optimally so as not to cause delays in work progress. Second, you have to maintain supplies such as paper, ink, and toners. Most importantly, you have to keep your print fleets secure to prevent cybercriminals from accessing your confidential documents. All these can divert your attention from what matters most in your business. Fortunately, there’s a solution – Managed Print Services (MPS). Here, we’ll explore everything you need to know about MPS.
What Is Managed Print Services?
Managed Print Services (MPS) are services that a company outsources from a third party for managing document output devices. As such, MPS not only covers printers, but also scanners, copiers, and fax machines. Typically, the service provider handles all tasks related to these devices, including monitoring, doing maintenance and cleaning, as well as replenishing and managing supplies.
With this arrangement, you can concentrate on your organization’s core mission without worrying about your printer fleet. Usually, the service provider specializes in this area and has the expertise and resources to manage these devices efficiently. The goal for working with a managed print service provider is to:
- Minimize operating costs related to document infrastructure.
- Save time and improve productivity in the document environment.
- Reduce wastage through analysis of printing habits and the implementation of efficient strategies.
Steps of Implementing Efficient Managed Print Services
For MPS to be successful, proper planning is paramount to ensure the services align with your business goals and needs while minimizing risks and downtime. Here are the implementation phases to follow:
Step 1: Do an Assessment of Existing Printer Fleet
Without a thorough understanding of your existing printing fleet, your Managed Print Services provider won’t be able to offer effective services. So, they have to understand the current status of your company. Here’s what you should expect:
- A physical walkthrough of your printing environment to get a visual understanding of the layout
- An evaluation of each printing device to know if it’s faulty or not
- An analysis of usage of supplies, such as paper, cartridges, and toners
- An audit of all printers’ security and carbon footprint
- A detailed report of areas that need improvement
Step 2: Designing Your New Print Environment
After the Managed Print Services provider evaluates the data collected in the assessment stage, what follows is designing a new print environment. The aim is to optimize the printing process, reduce printing expenses, and improve productivity and efficiency. Some activities that might take place include:
- Identifying old and inefficient devices
- Reconsidering printing fleet arrangement
- Determining which brand will replenish the supplies and the costs
- Restructuring storage to improve workflow efficiency
Step 3: Planning and Actualizing the Design
After the designing stage, your Managed Print Services provider will develop a strategy for actualizing the design. They’ll consider factors such as location in the office for the convenience of all team members. Afterwards, they will begin implementation, replacing old machinery with new ones, making new layouts, and stocking supplies.
In addition, they will train employees on how to use the new printing fleet and the printing policies they have to follow.
Step 4: Managing
Managing is the final stage and is an ongoing process. The Managed Print Services provider will take charge of your print fleet and ensure it’s always running optimally.
How Managed Print Services Will Benefit Your Business
Allowing Managed Print Services to handle your business’ printing needs doesn’t just shift the workload from your shoulders. It comes with a whole load of benefits, such as:
Increasing Your Printing Efficiency
MPS providers incorporate varying technologies to help optimize your printing fleet and simplify your business’ printing process. Some of the technologies include automated workflows, document management systems, and mobile printing. All these combined improve your printing efficiency by saving time and cost.
Giving You More Control of Your Printing Process
MPS providers help you gain more control over your business’ printing process by using print management software. Such software enables them to track the usage of printing supplies and machines and identify areas to cut costs.
The print management software also allows them to carry out pull printing, printing from multiple devices, and monitoring print volumes from each machine.
Easing Workload on the IT Department
Almost all IT departments get tied down with printer and copier maintenance issues. However, MPS providers help to automate such issues and others like ordering supplies and troubleshooting printer fleet problems. This frees the IT department to concentrate on tasks like network security and maintaining critical applications.
Assisting With Environmental Conservation
With growing environmental conservation and sustainability concerns, MPS providers help to implement solutions that reduce paper consumption and energy use. They also help businesses recycle and reuse waste, which not only benefits the environment but also reduces operating costs.
Reducing Downtime
MPS providers have experts who help businesses manage their printing infrastructure. This includes doing preventative maintenance to reduce downtime that affects production rates. Some MPSs also provide backup printers and on-loan devices to prevent unnecessary work stoppage during machine breakdowns.
Tips for Choosing the Best Managed Print Services
Managed print service providers are not the same. Therefore, it is important to do thorough research before hiring an MPS provider. Here are tips to help you choose the best MPS.
Tip 1: Evaluate Your Business Needs
Before choosing an MPS, you should evaluate your business needs, such as the print volume, industry compliance requirements, and desired level of control and security. This helps you to find a service that aligns with your needs well and helps you grow.
Tip 2: Check the MPS Reputation and Experience
It’s crucial to check for a reputable and reliable MPS. You can ask for referrals and client testimonials to locate an experienced provider. Established MPSs are more likely to have proven printing management strategies and a better understanding of the industry to help you manage your printing needs.
Tip 3: Consider the Range of Services Offered
You should look for a comprehensive MPS that offers all-around services, including print fleet management, print security, maintenance and support, workflow optimization, and inventory management. Also, evaluate whether the MPS services can scale up or adapt to your business growth.
Tip 4: Check For Reliable Customer Service
Look for an MPS provider with an available team of professionals who can offer ongoing customer support. You can inquire about their handling of your current printing technology and equipment or their ability to offer timely assistance to minimize downtime.
Outsource Your Printing Services
Whether you run a small or big office, having a Managed Print Services provider care for your printing needs can be a great relief. Their professional services ensure you don’t experience lengthy downtimes, which can delay your team’s work. Better still, they help you focus on activities that keep your business running.
If you’re searching for MPS in Philadelphia, eastern Pennsylvania, New Jersey, and Delaware, KDI Office Technology represents the perfect choice for your business. As a dedicated expert in office technology, this brand has the support you want for your printing needs. Contact us today to get more information.