29 Aug Seven reasons to use Managed Print Services
1. Save Time
Time spent (and maybe wasted) on printer-related tasks can be frustrating.
The process of printing, scanning, copying or faxing documents on old hardware or poorly configured software is just the start. There is also the time spent fixing device malfunctions and replacing ink cartridges and toners to consider too. A Managed Print Service should identify such problems and include a plan to reduce the hidden waste of time incurred on print-related tasks. This frees up time to focus on other strategic initiatives, as opposed to day-to-day maintenance tasks.
2. Save Money
If you do not have an overarching joined-up approach to managing your printing, then it’s likely you will have inefficiencies in a number of areas.
Firstly there is maintenance – maintaining individual devices one at a time is costlier than having an automated, cloud-based system. Managed Print Services very often connect all devices to one monitoring system to ensure just-in-time delivery of replacement toners and repairs. This makes better use of economies of scale by allowing you to bulk buy supplies at a discount. It also reduces the cost associated with stockpiling unused inventory.
A thorough print audit and assessment can also identify ways to consolidate your hardware. After all, having too many devices scattered around your organisation will cost more to maintain and use up space and electricity. A print expert will have the ability to calculate the true cost of an ad-hoc approach and identify ways to make savings.
3. Improve Productivity
The printing needs of various departments within an organisation can vary. After an initial assessment of an organisation’s current and future needs, the Managed Print Services provider should be able to recommend a tailored programme for these departments. This might include printing from mobile devices or off-site, or the need to print special types of document sizes and formats that you use regularly.
4. Reduce CapEx and Improve Cash Flow
The cost of purchasing an entire fleet of devices can be prohibitive, but Managed Print Services typically offer flexible payment options. Pay-per-page print models with leased hardware are perfect for companies who don’t like the idea of a huge one-off bill for hardware every five to ten years. Plus, you can benefit from having real-time usage dashboards and forecasting tools for your network of devices, putting you in the driving seat when it comes to managing your budget.
5. Improve Environmental Sustainability
Reducing the amount of paper, electricity and print consumables you use not only helps reduce your costs, but also reduces the environmental impact of your printing. With a monitoring system in place as part of your Managed Print Services package, you should be able to identify and track levels of print usage. That way, you’ll in a better position to intervene and reduce your environmental footprint. You can also show the results in your Corporate Social Responsibility report, if your company produces one.
6. Increase Agility
The most successful organisations look to continuously improve their processes to stay ahead. With the right Managed Print Service provider at your side, you’ll receive ongoing advice and strategic support from experts in the field of workplace technology.
7. Improve Security
A Managed Print Service starts with an organisation-wide assessment of your current print fleet. This can help to identify print and IP security risks your organisation faces. The subsequent Managed Print Services programme should help mitigate those risks with a tailored print security plan. This might include recommending printer sign-in procedures to minimise documents being stolen from output trays. It could involve waste disposal and document management facilities. It could also include installing multifunctional printers with automatic hard drive wiping functionality, and network-level solutions to reduce the risk of information being retrieved by hackers.
Having just one print provider implementing Managed Print Services also reduces the number of people from outside your organisation having access to your networked devices. This common security threat cannot be underestimated. Not all Managed Print Services providers are the same when it comes to their ability to combat information security threats. Information security requires ongoing audits, improvements and vigilance and a below-par Managed Print Services provider is unlikely to offer this. We have partnered with Brother UK, one of the world’s biggest providers, to ensure we provide the very highest standard of Managed Print Services solutions.
Contact us today to discuss a Managed Print Service solution for your business