Corporate printing needs have evolved tremendously over the past decade. With employees working remotely, mobile devices becoming increasingly common in offices, and sustainability taking centerstage, traditional printing models are struggling to keep up. This is where Managed Print Services (MPS) come in - a model that promises to streamline printing, reduce costs, and offer flexible support tailored to the unique needs of each organization.
What are Managed Print Services?
Managed Print Services refer to outsourcing an organization's entire print infrastructure - including multi-function printers/copiers, printer/copier fleet management, supplies, support staff, and related software - to a single third-party provider. Under MPS, the provider assumes complete responsibility for managing and maintaining the print environment while providing a predictable monthly fee structure.
Rather than owning individual printers, the client pays for printing on a "per click" or per page basis. This allows for better control and visibility of printing usage and costs across the organization. It also takes the administrative burden of printer procurement, supply replenishment, service, and upgrades off the client's hands.
Benefits of Outsourcing Printing with MPS
Cost Reduction
With Managed Print Services , there are significant opportunities to lower printing expenses in the long run through optimization of the printer fleet, standardization on efficient models, electronic document management strategies, and precise metering and control of printing activity. Clients typically see a 20-30% reduction in printing costs within the first year.
Improved Sustainability
MPS providers implement strategies like duplex printing, photocopier upgrade programs, and paper procurement practices focused on recycled/FSC-certified paper. They analyze print volumes and habits to right-size the fleet based on actual needs. All this leads to significantly lower energy consumption and paper waste compared to decentralized printing models.
Enhanced Security
MPS brings print infrastructure fully under the managed services umbrella where data protection, access controls, encryption, and audit trails are top priority. With cloud-connected multifunction devices, documents can be securely released from any printer on the network. This eliminates the risk of sensitive documents sitting unattended in output trays.
Increased Productivity
MPS supports advanced features like mobile printing, scan-to-email workflows, and follow-you printing to allow employees to print from anywhere. Automated supplies management ensures printers are always stocked to avoid downtime. Technicians provide on-site support within minutes to resolve any issues. All of this minimizes disruptions and helps employees focus more on their core responsibilities.
Key Elements of a Successful MPS Implementation
Needs Assessment
MPS providers start with a detailed assessment of the client's existing print environment, workflows, volume metrics, usage patterns, paper sizes etc. Through data analytics, they identify areas ripe for optimization and standardization.
Device Consolidation and Standardization
Underutilized or duplicating printers are removed to right-size the fleet. Standard models are deployed based on functions typically used at each location for easier support. Multifunction capability is leveraged wherever possible.
Process Automation
Print/copy/scan workflows are digitized through driver standardization, single sign-on, follow-you printing, mobile release stations etc. Automatic two-sided printing and image processing further streamline operations.
Supplies Management
The provider owns inventory responsibility and replenishes toner, paper, and parts just-in-time to keep devices operational. Supplies are consolidated for volume discounts and electronic notifications flag replenishment needs.
Reporting and Analytics
Robust reporting tools give full visibility into usage patterns, print volumes across departments/projects. Ad-hoc data extracts are available for green initiatives, audit compliance etc. Consumption trends are monitored to optimize the infrastructure proactively.
Transition and Support
The provider seamlessly migrates configurations, connects devices to the network, trains users and deploys change management. Long-term service level agreements ensure reliable response by certified technicians to maintain optimal performance.
As corporate printing evolves rapidly, Managed Print Services provide the agility, control and cost optimizations needed for success. By outsourcing non-core functions to experts, organizations can focus resources on their strategic goals while gaining a trusted partner invested in continually enhancing the print infrastructure. Today's business leaders should seriously consider the powerful benefits an MPS implementation can deliver.
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