Managed print services are changing how businesses handle their printing operations. They offer a streamlined approach that helps organizations save money, improve efficiency, and boost productivity.
Here’s a quick overview of the key benefits:
- Cost Savings: Reduce unnecessary printing and control printing expenses.
- Improved Security: Protect sensitive information with secure print solutions.
- Increased Productivity: Free up time and resources by automating print tasks.
- Environmental Impact: Minimize waste and reduce carbon footprint.
Managed print services can be a game-changer for companies struggling with outdated systems and inefficiencies. They provide the tools and expertise to optimize printing workflows, manage printer fleets, and improve data security. By partnering with a managed print service provider, businesses gain insights into their print usage and needs, enabling smarter decision-making and more strategic operations.
To dive deeper into these benefits, keep reading as we explore how managed print services can transform your company’s print infrastructure.
Easy managed print services word list:
Understanding Managed Print Services
Managed print services (MPS) are like having a personal assistant for your company’s printing needs. They help businesses manage and optimize their printing and document workflows. This means less hassle, more efficiency, and better use of resources.
What Are Managed Print Services?
At its core, managed print services involve an external provider taking care of your printing operations. This includes everything from maintaining your printers to managing your printing supplies. The goal is to ensure your print environment runs smoothly and cost-effectively.
Document Management and Workflow Solutions
With MPS, document management becomes a breeze. Imagine being able to track every print job, knowing who printed what and when. This transparency helps identify inefficiencies and streamline operations.
Workflow solutions are another key aspect of MPS. They automate repetitive tasks, like scanning documents directly into business applications. This not only saves time but also reduces the chance of errors. Employees can focus on more important tasks, knowing that the printing process is handled efficiently.
Real-World Impact
Consider the example of the Morrell Group, which digitized over a million documents and cut costs by 25%. Or the City of New York, which reduced its print equipment by 51% and saved $58 million. These stories show how MPS can bring significant improvements to both cost management and productivity.
Managed print services are not just about managing printers. They’re about changing how a business handles its documents and workflows. By optimizing these processes, companies can achieve better asset utilization and improve their overall operations.
Key Benefits of Managed Print Services
Managed Print Services (MPS) offer several key benefits that can transform how your business operates. Let’s explore some of the most impactful advantages:
Cost Savings
One of the most significant benefits of managed print services is cost savings. Many businesses are surprised to learn that printing can consume up to 3% of their annual revenue. By partnering with an MPS provider, companies can better understand their printing expenses and identify hidden costs, like unnecessary overprinting or non-work-related printing activities.
MPS providers offer detailed reports and insights, allowing businesses to track and manage their printing costs effectively. This proactive approach can lead to substantial savings, as illustrated by companies like the Morrell Group, which reduced costs by 25% through digitization and MPS.
Productivity Gains
With MPS, productivity is improved by minimizing disruptions and inefficiencies in your print environment. Imagine having all your printers maintained and repaired without needing constant IT support calls. This means less downtime and more time for your team to focus on their core tasks.
Additionally, MPS automates repetitive tasks, such as scanning and document routing, freeing up employee time for more valuable activities. This streamlined workflow boosts productivity across the board.
Asset Utilization
Understanding how your print assets are used is crucial for efficiency. MPS provides insights into which printers are over- or under-used, helping you make informed decisions about your print fleet. This means you can optimize your resources, ensuring you have the right number of devices in the right places.
Modern multi-function devices (MFDs) consolidate various functions into one machine, saving space and energy. By upgrading to these efficient devices, businesses can further improve asset utilization and reduce operational costs.
Security
Data security is a top concern for businesses, and MPS addresses this by securing your print environment. Unsecured printers can be gateways for unauthorized access, leading to potential data breaches. MPS providers implement advanced security features to protect sensitive information and comply with data protection regulations.
By securing your print fleet, MPS helps safeguard your business from both internal and external threats, turning potential liabilities into fortified assets.
In summary, managed print services offer a comprehensive approach to enhancing cost savings, productivity, asset utilization, and security. These benefits not only streamline operations but also position your business for sustainable growth.
Next, let’s explore how managed print services work in practice, from assessment to optimization.
How Managed Print Services Work
Managed Print Services (MPS) are designed to streamline and optimize your print environment. Here’s how the process typically unfolds, from start to finish:
Assessment
The journey begins with a thorough assessment of your current print setup. This step involves analyzing your existing printers, copiers, and workflows. The goal is to understand your current costs, usage patterns, and any pain points you might be experiencing.
An MPS provider will conduct a detailed evaluation to pinpoint inefficiencies and identify opportunities for improvement. For example, they might find that certain printers are consistently overused while others sit idle. This information is crucial for crafting a custom solution.
Design
Once the assessment is complete, the next step is designing a solution that meets your specific needs. This involves determining the optimal placement of devices, selecting the right mix of printers and copiers, and planning for any necessary upgrades.
The design phase ensures that your print environment is configured to maximize efficiency and minimize waste. By consolidating devices and implementing smart printing practices, businesses can significantly reduce their environmental footprint and operational costs.
Implementation
With the design in place, it’s time to implement the new print strategy. This involves installing new equipment, reconfiguring existing devices, and setting up software solutions to manage print jobs and monitor usage.
During implementation, employee training is also provided to ensure everyone knows how to use the new systems effectively. This helps to minimize disruptions and ensures a smooth transition to the new setup.
Management
After implementation, ongoing management is crucial to maintain the benefits of MPS. This includes regular monitoring of device performance, supply levels, and usage patterns. MPS providers offer proactive maintenance and support, ensuring that any issues are addressed before they become problems.
By continuously managing the print environment, businesses can maintain optimal performance, reduce downtime, and ensure that their print fleet remains secure and efficient.
Optimization
The final stage is optimization. This involves regularly reviewing the print environment to identify new opportunities for improvement. As your business grows and evolves, so too should your print strategy.
MPS providers conduct periodic assessments to ensure that your print environment continues to align with your business goals. This ongoing optimization helps to maximize cost savings, improve productivity, and keep your print infrastructure in line with the latest technological advancements.
Managed print services offer a structured approach to changing your print environment, from initial assessment to continuous optimization. This holistic process ensures that your business can reap the full benefits of a well-managed print strategy, paving the way for increased efficiency and growth.
Next, let’s address some of the most frequently asked questions about managed print services.
Frequently Asked Questions about Managed Print Services
What is meant by managed print services?
Managed Print Services (MPS) refers to a comprehensive approach to managing an organization’s printing needs. It involves outsourcing the management of your print infrastructure to an external provider. This provider assesses your current setup, designs a custom solution, and oversees the day-to-day operations of your printers and copiers. The goal is to optimize efficiency, reduce costs, and improve productivity.
What does MPS stand for in printing?
In the context of printing, MPS stands for Managed Print Services. It encompasses a range of services designed to streamline and improve your document printing needs. By leveraging MPS, businesses can ensure that their print operations are efficient, secure, and cost-effective.
How can managed print services reduce costs?
Managed Print Services can significantly reduce costs through several key strategies:
- Optimizing Printer Usage: MPS providers analyze your print environment to identify underused and overused devices. By balancing the workload across your fleet, you can reduce unnecessary wear and tear and extend the lifespan of your equipment.
- Consolidating Devices: By reducing the number of printers and copiers, businesses can lower maintenance and supply costs. Fewer devices mean less energy consumption and reduced overhead.
- Implementing Smart Printing Practices: MPS encourages practices such as duplex printing and setting default black-and-white printing. These small changes can lead to substantial savings in toner and paper.
- Predictive Maintenance: Regular monitoring and maintenance prevent costly breakdowns and minimize downtime. MPS providers often offer proactive support to keep your devices running smoothly.
- Fixed Cost Per Page: With MPS, you often pay a fixed cost per page, which simplifies budgeting and eliminates the uncertainty of fluctuating print costs.
By addressing these areas, managed print services transform printing from a hidden expense into a manageable and predictable cost, helping businesses allocate resources more effectively.
Conclusion
At Kraft Business, we pride ourselves on delivering innovative solutions that help businesses thrive in a rapidly evolving technological landscape. Our approach to managed print services is no exception. By leveraging our expertise, we provide secure, efficient, and cost-effective printing solutions custom to meet the unique needs of each client.
Our team of industry experts and consultants works closely with businesses to implement secure technology that not only improves productivity but also safeguards sensitive information. When data security is paramount, we ensure that your print environment is fortified against potential threats.
Kraft Business is committed to helping you achieve operational excellence through our managed print services. We simplify your print management, allowing you to focus on what matters most—growing your business. With our support, you can confidently steer the complexities of modern print environments, knowing that your operations are secure and optimized for success.
Choose Kraft Business for a future where your printing needs are not just met but exceeded, with innovative and secure solutions that drive your business forward.
