What is Managed Print Services and How Does It Help?

Elie Vigile

The global market size for managed print services is expected to reach a staggering $59.70 billion by 2025.

Printing is one of the most important functions in many businesses. However, the way businesses approach printing differs from enterprise to enterprise.

The approach you adopt can significantly affect your effectiveness, level of responsibility, and overall cost. That’s why it’s important to choose a print solution that perfectly complements your company’s needs and staff work requirements.

For many organizations, working with a managed print services provider is the best way to handle printing needs. But exactly what is managed print services? Why should you opt for these services, and how can you choose the right provider for your business?

If you’re asking yourself these questions, you’ve come to the right place. In this comprehensive guide, we tell you all you need to know about managed print services for small businesses.

Read on to learn more.

Managed Print Services

Managed Print Services

Managed print services, or MPS, refers to services provided by an external print services company to help you manage and optimize your organization’s document output. The MPS provider can do the following for you:

  • Needs assessment
  • General or selective replacement of hardware and the supplies and service parts to operate the hardware
  • Tracking of how your fax, printer, copier, and other related equipment are being used
  • Provide solutions to any problems with your print equipment

What Are the Benefits of Managed Print Services?

Before you invest in MPS, you want to know whether the investment is worth the time and money. Here are five clear reasons every business needs management print services.

You Save Time and Boost Efficiency

In today’s fast-paced business world, every minute you save can make a huge difference. Printer-related tasks can take a significant amount of time.

With managed print services, your employees don’t need to waste time printing, copying, scanning, or faxing documents. They also don’t have to spend time fixing print machine malfunctions or replacing toners and ink cartridges. Your MPS provider takes care of that so you and your staff can focus on other tasks.

You Get To Reduce Costs and Save More Money

Many small businesses that do not use managed print services have to maintain individual devices one at a time. This is much costlier than using an automated, cloud-based system. Such a system can do things on a scale.

When you use managed print services, all devices are connected to a central monitoring system. This ensures that deliveries are done on time.

An MPS also does a comprehensive audit and assessment of your devices. The audit leads to insights on how to consolidate your hardware. Having your devices scattered everywhere in your organization leads to higher power and maintenance costs.

Productivity in Your Business Improves

Different departments in your organization have different printing needs. Your MPS provider will do a thorough initial assessment to identify your current and future printing needs. The MPS provider then recommends a customized program for each of these departments.

Some of the solutions your MPS provider may recommend include printing your documents off-site or from mobile devices, using special formats or document sizes, and so on. These recommendations are meant to optimize productivity in each department.

MPS Helps You Minimize Your Environmental Footprint

Managed print services can help you reduce the amount of electricity, paper, and print supplies that you use in your business. As part of your managed print services package, you get reliable software that helps you track the levels of print usage. With this software, it’s easier to intervene and minimize your company’s environmental footprint.

MPS Can Help Boost Your Print Security

Businesses worldwide face the ever-increasing threat of information security breaches and intellectual property theft. These threats can have devastating consequences if successfully executed.

Managed print services can help mitigate these risks. A reliable MPS provider can identify potential IP and print security threats and come up with a threat management plan to avert them.

Some of the security measures your MPS expert may recommend include implementing printer sign-in procedures that help reduce document theft from your output trays. Another measure could be creating secure document management and waste disposal facilities.

Choosing the Right MPS Provider for Your Company

Now that you know how managed print services can benefit your business, it’s time to look at how you can choose the ideal MPS provider. Here are three surefire tips to guide you.

Align Your Print Strategy With Your Business Vision

The primary role of your MPS provider is to help you meet your company’s print needs. You’re looking for someone who makes an impact on your business.

Inquire what the service provider does to boost productivity and improve individual morale. Do they onboard staff, actively train employees, and guide them in using their managed print services software? Do they provide all size business solutions in case your business expands in the future?

Go for an MPS provider who proactively services and maintains your printing equipment, not one who waits until you have a problem.

Ask for References

While there’s nothing wrong with working with a new MPS provider, it’s smarter to find someone who has some experience in the industry. You want some kind of proof-of-service before entrusting your organization’s printing needs to a third party.

The best way to verify a company’s track record is by requesting references and case studies. If previous customers seem happy in regard to customer service, quality, and fees, chances are you’ve found the right service provider for you.

Look for a Provider Whose Technology Meets Your Needs

Not all MPS providers offer the same services and technology. That’s why you need to review various providers and choose solutions that perfectly meet your needs.

For instance, if you want to access a printer remotely, you want a provider with solutions that guarantee security. The benefits of using a VPN cannot be overemphasized, so opt for providers who can guarantee you such solutions.

Leverage the Power of MPS for Business Growth

The benefits of managed print services are clear in today’s business world. With the right MPS provider, you can free up time, save money, improve productivity, and minimize your carbon footprint.

Are you interested in reliable managed print services for your company? Please contact us today.

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