In today’s digital age, printing is still an essential function for many businesses. However, managing printing infrastructure can be a daunting task for companies. Managed Print Services (MPS) is an outsourcing service that can help streamline and optimize printing processes. In this article, we will discuss what MPS is, how it works, its benefits, and how to choose the right MPS provider for your business.
What are Managed Print Services?
Managed Print Services (MPS) is a comprehensive printing solution offered by an external provider to optimize and manage printing infrastructure. MPS providers work with businesses to assess their printing needs, recommend improvements, and implement solutions to optimize printing infrastructure.
MPS providers take over the management of all printing-related tasks, from purchasing and servicing printers to managing supplies, maintenance, and repairs. By outsourcing printing management, companies can focus on their core business objectives while reducing printing costs and improving workflow efficiency.
How do Managed Print Services Work?
Managed Print Services begin with an assessment of the client’s printing infrastructure. MPS providers analyze the client’s printing requirements and identify opportunities for optimization. This includes evaluating the number and types of printers, how they are used, and the cost of consumables and maintenance.
Based on this assessment, the MPS provider recommends solutions to optimize the client’s printing infrastructure. This may include upgrading or replacing existing equipment, improving printer placement, or implementing software solutions to streamline printing workflows.
After implementation, the MPS provider continues to monitor and manage the printing infrastructure, providing ongoing support and maintenance. This includes proactively replacing consumables, responding to service requests, and providing usage reports to help the client track their printing costs.
Benefits of Managed Print Services
Managed Print Services offer several benefits for businesses, including:
Cost Savings
MPS providers can help businesses save money by reducing printing costs. By optimizing printing infrastructure, MPS providers can reduce the number of printers required, improve efficiency, and lower the cost of consumables.
Increased Productivity
MPS providers can help businesses improve productivity by streamlining printing workflows. By optimizing printing processes, MPS providers can reduce downtime, improve print speed, and automate tasks like ordering consumables.
Improved Security
MPS providers can help businesses improve their print security by implementing solutions like user authentication, document encryption, and secure printing. This can help prevent unauthorized access to sensitive documents and protect business data.
Environmental Sustainability
MPS providers can help businesses reduce their environmental impact by implementing solutions to reduce paper waste, energy consumption, and carbon emissions.
Factors to Consider When Choosing a Managed Print Services Provider
When selecting an MPS provider, there are several factors to consider:
Experience and Expertise
Choose an MPS provider with a proven track record and experience working with businesses in your industry. Look for providers with expertise in printer technology, software solutions, and print management.
Customization and Flexibility
Choose an MPS provider that can tailor their solutions to meet your specific printing needs. Look for providers that offer flexible service plans and can adapt to changing business requirements.
Service Level Agreements (SLAs)
Choose an MPS provider that offers clear SLAs that guarantee response times
Common Myths about Managed Print Services
There are several myths surrounding Managed Print Services. Let’s debunk a few of them:
Myth #1: MPS is only for large enterprises
MPS is suitable for businesses of all sizes. Small businesses can benefit from the cost savings and increased productivity that MPS provides, while larger enterprises can benefit from the scalability and flexibility of MPS solutions.
Myth #2: MPS is expensive
While there is an initial investment required for implementing MPS solutions, the cost savings from optimized printing infrastructure and reduced consumable usage can provide a significant return on investment.
Myth #3: MPS is a one-size-fits-all solution
MPS providers offer customized solutions tailored to the specific needs of each client. MPS solutions can be scaled up or down to meet changing business requirements.
Managed Print Services vs. Traditional Printing
Traditional printing infrastructure requires businesses to manage all aspects of printing, including purchasing, servicing, and maintaining printers and consumables. This can be time-consuming and costly, especially for larger enterprises with complex printing requirements.
MPS provides a comprehensive solution that outsources all printing-related tasks to an external provider. This includes managing printers, supplies, maintenance, and repairs. MPS providers offer flexible service plans tailored to the specific needs of each client, providing cost savings and increased productivity.
How Managed Print Services can help to reduce environmental impact
MPS providers can help businesses reduce their environmental impact by implementing solutions to reduce paper waste, energy consumption, and carbon emissions. This includes:
- Implementing software solutions to reduce paper usage by digitizing documents and automating workflows.
- Reducing energy consumption by optimizing printer placement and using energy-efficient equipment.
- Recycling consumables like ink cartridges and toners to reduce waste.
By reducing environmental impact, MPS providers can help businesses meet their sustainability goals and contribute to a healthier planet.
Future Trends in Managed Print Services
The Managed Print Services market is expected to grow significantly in the coming years, driven by the increasing demand for cost-effective and efficient printing solutions. Some of the trends that are expected to shape the MPS industry include:
- Increased adoption of cloud-based MPS solutions.
- Integration of Artificial Intelligence (AI) and Internet of Things (IoT) technologies to automate printing processes and improve efficiency.
- Expansion of MPS solutions beyond printing to encompass other document-related processes like scanning and archiving.
Key Performance Indicators (KPIs) for MPS
MPS providers use key performance indicators (KPIs) to measure the effectiveness of their solutions. Some of the KPIs that MPS providers track include:
- Cost savings achieved through optimized printing infrastructure.
- Reduction in paper usage and associated cost savings.
- Improvements in workflow efficiency and productivity.
- Reduction in printer downtime and associated cost savings.
Best Practices for Managed Print Services Implementation
Implementing Managed Print Services requires careful planning and execution. Here are some best practices to follow:
- Conduct a comprehensive assessment of current printing infrastructure and identify areas for optimization.
- Choose an MPS provider with experience and expertise in your industry.
- Define clear service level agreements (SLAs) that outline response times and performance metrics.
- Communicate with employees to ensure that they understand the benefits of MPS and are prepared to adopt new printing workflows.
MPS for Small Businesses: Is it Worth It?
Small businesses can benefit significantly from Managed Print Services. By outsourcing printing management to an external provider, small businesses can reduce costs, increase productivity, and improve workflow efficiency. MPS providers offer flexible service plans tailored to the specific needs of each client, making it an affordable and scalable solution for small businesses.
Conclusion
Managed Print Services offer businesses a comprehensive solution for managing printing infrastructure. By outsourcing printing management to an external provider, businesses can reduce costs, increase productivity.