Printing is a necessity in most organizations. Despite its essential function, most organizations don’t realize how important managing their print environment is. Those that do choose managed print services, which help them to become efficient and effective. What is managed print services?
What Does Managed Print Services Mean?
Let’s start with the definition first. What is managed print services? They are a print solution offered by an external provider to manage or optimize an organization’s print environment.
The main components of the services are needs assessment, general or selective hardware replacement, as well as the supplies, parts, and services required to operate the existing and/or new hardware.
The print services provider also tracks how the devices (printer, copier, fax, scanner, and MFP fleet) are being used, issues, and the user’s satisfaction. By partnering with a third party, an organization can print more efficiently and effectively, thus reducing printing costs and time needed for the task.
Who Is Responsible for the Managed Print Services?
The one responsible for the managed print services is the print services provider company. The provider will lease or sell print devices to its client. They will also be responsible for servicing these devices, taking meter readings, as well as replenishment parts and consumables.
Benefits of Managed Print Services
Managed print services have many benefits. For example,
· Save time and improve efficiency
The process of printing, copying, scanning, or faxing documents on outdated hardware and/or poorly configured software can take a lot of time. It is also inefficient. With managed print services, your organization will not encounter these issues again, thus saving time and improving efficiency.
· Reduce costs and save money
Maintaining a print environment costs money. Managed print services connect devices to a single monitoring system. This ensures that repairs and replacing toners can be done promptly.
In addition, a thorough audit and assessment will help to identify ways to consolidate hardware. Your organization can cut down what’s not important and optimize what it has.
· Improve productivity
The printing needs of departments in an organization may vary. A provider will do an initial assessment, figure out the printing needs of each department, and recommend a tailored program for each one. The result is improved productivity.
· Reduce capital expenditure and improve cashflow
Managed print services allow your organization to monitor the use of devices in real time through usage dashboards. Not only that but there are also forecasting tools for the network of devices. With these tools and information in hand, your organization is in a better position to manage its budget.
· Reduce the organization’s environmental footprint
When your organization has managed print services, it can print and meet its printing needs efficiently and effectively. In other words, using only necessary paper, print consumables, and electricity.
With a monitoring system in place, your organization can track and identify print usage. This way, you will be better equipped to intervene and possibly reduce your organization’s environmental footprint.
Agility is also one of the benefits of managed print services. With the right services, your organization will be able to not only optimize workflow but also add products if needed. That’s right, managed print services will allow your organization to be more agile.
· Improve the organization’s information security
Information security breaches and intellectual property theft are ever-present threats that organizations must deal with in one way or another. They can’t be underestimated. The good news is, security is also a part of managed print services.
With managed print services, your organization will be able to mitigate security risks and get a tailored print security plan.
Are Managed Print Services Worth It?
Certainly. If your organization partners with a print services provider, you can save time and money in your printing. Printing tasks will be more efficient and effective.
With your organization’s printing needs and environment is taken care of, the organization’s workflow and organizational processes will improve.
9 Steps of Managed Print Services
1. Analyze print requirements
A managed print services provider will consider all aspects of your organization’s print requirements, which include printing, copying, scanning, and faxing. They will do a thorough audit of your organization’s printing.
From the audit, you can learn what each department within the organization is printing, as well as whether there are overworked or unnecessary devices.
2. Remove local desktop printers
Local desktop printers are usually more costly and inefficient than multifunctional devices. Since they are rarely networked, these printers often service only one individual user. Not to mention they also need unique ink toner cartridges, which makes them even more costly.
Managed print services will remove local desktop printers, replacing them with networked and more cost-effective devices.
3. Consolidate print devices
Besides removing local desktop printers, a provider will analyze whether your organization has too many multifunctional devices. If it does, they will consolidate print devices into fewer devices if it is possible. As devices are consolidated, the costs of maintenance and future purchase are reduced.
4. Print placement
The placement of print devices is quite important. Ideally, they should be placed in areas that are not only accessible but also can accommodate a certain number of employees. With the right print placement, you can improve workflow and optimize device usage.
5. Replace inefficient devices
Sometimes, it is necessary to replace inefficient devices. A provider will identify which devices are underperforming and replace them with more efficient ones.
Inefficient devices are prone to breaking down and thus, may require more frequent servicing. This can cost a lot of time and money down the line.
6. Automated supply delivery
With managed printer services, you can automate toner supplies. This means you won’t need someone to monitor stock and place orders. The provider will do it for your organization. They will keep a constant monitor of the devices and when they are running low, ship new toner for them.
7. More predictable expenditure
As you can consolidate costs and suppliers, you will have a more predictable expenditure. When your organization partners with a provider, you will have a steady flow of toner based on usage. No more unexpected costs for maintenance and repair.
8. Remote printing
Remote or mobile printing can help to increase productivity further. This feature allows your employee to print even if they are out of the office. They won’t have to rely on other employees to print important paperwork on their behalf.
9. Printing less
Managed printer services will help your organization to print efficiently and effectively. That means printing only what is necessary and preventing repeat print.
What is managed print services? It is a print solution that allows an organization to manage its print environment and make it efficient and effective. With its printing managed by a third party, the organization saves time, money, and resources, as well as improves workflow and organizational processes.