Managed Print Services Implementation

Managed Print Services Implementation

In this article, we will help you understand Managed Print Services (MPS) and its benefits. We will also provide you with some tips on how to choose the most reliable print solution that is suited to the needs of your business.

Are your documents being managed properly? Do you spend a lot of time sorting out service issues with several print providers? Are you wasting a lot of money on inefficient machines, systems and processes?

These are some of the questions that can help you assess your current print operations. Taking the time to review your entire print and document environment can reap massive benefits for your business.

This is where Managed Print Services comes in. However, because there are several providers offering MPS with their own approach and print solution, a lot of times, it can become overwhelming and difficult to make the right choice.

What is Managed Print Services (MPS)?

Managed Print Services or MPS focuses on your entire document and print environment. It takes a holistic approach to improving workflows and processes, which includes managing and optimising print devices, document infrastructure, security and environmental impact for all printed and electronic documents.

MPS helps you gain complete visibility and assess your end-to-end print operations. It identifies inefficiencies, and implements a tailored print solution. The main objectives of MPS focus on reducing costs, improving productivity, and increasing document security, while minimising your carbon footprint.

Choosing the most reliable Managed Print Services solution

So, here’s the big question, with all the providers offering MPS out there, how do you choose a reliable solution that will work for your business? There are a number of ways you can approach this. You will, of course, need to do some due diligence on your provider – checking out their experience, expertise, service offerings, testimonials, case studies and contractual arrangements. But to assess the actual print solution being proposed, we have come up with a few things you need to consider:

1. Cost savings
A reliable MPS solution delivers significant cost savings and reduces the Total Cost of Ownership (TCO) for your print devices, reduce costs of consumables, and lower any service and maintenance expenses. Your MPS provider needs to give you complete visibility on all your printing expenses, and propose a customised solution to generate significant cost savings.

2. Workplace productivity
Does the solution provide increased productivity and employee motivation?

One of the main benefits of an MPS solution is the measurable increase in your workplace productivity brought about by streamlined processes and optimised workflows.

You should be able to see substantial improvement on your print operations, with reduced system downtimes
and more efficient document management.

3. Service
A reliable MPS aims to be hassle-free. It should be able to assess your current print environment, and implement ways to cut energy costs. It provides one point of contact to cover all your printing needs, answer your questions, and sort out any issues.

This also includes all maintenance and repair services. Your external provider should be able to deliver a professional and customised service to address the unique needs and preferences of your business.

4. Environmental impact
Will the solution make your business more environment friendly?

MPS aims not only to deliver ongoing cost savings, but also significantly minimise your impact on the environment. It actively improves environmental sustainability by reducing your energy and resource consumption.

Your provider should provide energy-saving machines, and help you implement company-wide initiatives to make the business more energy-efficient. These initiatives can include the use of recycled paper, and the development of a print policy to encourage your staff to be more environment friendly.

5. Document security and protection
For a lot of businesses, data protection is an ongoing concern. Your data holds valuable and highly sensitive information – and it needs to be protected at all times from any unauthorised access.

A reliable MPS solution should be able to identify any security risks, and implement measures and systems to keep your document infrastructure secure. It needs to provide you with complete visibility and control across your users, devices and networks.

MPS can deliver significant benefits by optimising your entire print and document environment. As we have shown above, there are a number of things to consider when choosing the most reliable MPS solution for your business. But once your start working with the right provider and solution, you will begin to experience the positive results of streamlined processes and workflows – reduced costs, improved productivity, enhanced security and minimal impact on the environment.

A MPS delivers a total solution that reduces your printing costs, enhances workplace productivity, and improves data protection, while minimising your impact on the environment.