If you think managed print services are just another unnecessary and extra expense for your business, you’ll be pleased to know that it’s the opposite.
You’ll be surprised by what managed print services can do for your employees and business, regardless of the industry or line of work.
Before we begin, we want to ensure that you understand managed print services in terms of office technology, your copiers & printers, and workplace efficiency.
Managed Print Services (MPS) involves creating a plan for printing a business’s documents. It typically begins with an assessment to identify all office equipment that prints, such as copiers, printers, MFPs, and fax machines.
An MPS assessment also evaluates:
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The locations, printing environment, and placement of your office equipment
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The work and volume generated by your business
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Current software or hardware used
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The time and money associated with maintenance and supplies of your machines
Once the assessment is complete, your MPS provider develops a plan to maximize efficiencies. This plan also helps reduce the amount of downtime your company might currently face because of print infrastructure issues or insufficiencies.
Your MPS team might also provide you with helpful recommendations concerning your office equipment and printing processes, such as:
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Equipment relocation
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Software and hardware updates and replacement
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Outsourcing larger or intricate print jobs
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Auto-ordering of parts and supplies
Any business should utilize a managed print assessment, especially if it is growing. Print management should be reviewed regularly since it can dramatically reduce costs, create a more secure environment, and improve common printing methods.
Do you need more explanation on managed print services? Read our article, What Is Managed Print Services?
Managed Print Services: Right For Any Business
The more you know about your company, the better your growth will be, right?
There are many management services available for your business, such as marketing or budgeting. Why stop with printing?
There’s a lot that a print assessment can recognize and identify, particularly issues that you aren’t even aware of.
Automation = Simplicity
A managed print assessment helps ensure the right technology and devices are in place. Once this is done, a managed print services provider looks at ways to improve the productivity of document-related workflows.
A great managed print services program offers print automation technology that takes workflow automation beyond just scanning.
Your workflow data is analyzed based on what you’re currently printing, why these documents are being printed, which documents are shared throughout your business, and the frequency of these printing jobs.
This provides insight and recommendations to help automate and simplify your document workflows.
Once your workflow is optimized, an MPS provider will assist you in monitoring your dashboards to ensure your content is managed efficiently.
Integration of Security
How secure are your networked devices? How frequently do you check to ensure your business, including printers, is safe from online hackers and cybercriminals?
Unfortunately, cybercriminals don’t discriminate when it comes to which businesses they decide to attack and when. It’s becoming increasingly critical to ensure your printing devices are kept secure to protect your business and employees.
Your business can’t afford anything less than keeping your business data completely secure, so it’s necessary for the MPS provider you choose to use the latest secure print solutions technology. Some of this technology includes:
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Enhanced authentication: Authentication capabilities give you more visibility and control over document security on every device in your office.
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Encryption: Encryption is the process of encoding data, making it unintelligible and scrambled. In most cases, encrypted data is also paired with an encryption key, and only those authorized to that key can open, view, or use the document.
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Virus Protection: Virus protection software is designed to prevent viruses, worms, and Trojan horses from infecting a computer and remove malicious software that has already infected it.
Even with all of these incredible security measures available, it’s important to make sure the devices you’re using can support safety integration and document security. This is especially critical for large businesses.
Talking with your MSP provider about your current office technology and how it can (or cannot) adapt to security features is a great way to get the most out of your print assessment.
Partnering with a well-qualified managed print services company allows you and your employees to print securely when and where you want. You can do so by using an enabled (and safe) device.
To learn more about security integration and protecting your business, read our article, Network Security Issues: 10 Tips To Keep Your Business Secure.
Optimizing Your Business
When it comes to optimizing your business, the first thing that comes to mind is probably cutting back on expenses or finding better ways of allocating the money you spend on technology.
This is where your print assessment comes in handy. A balanced and thorough print assessment should present you with the following information:
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Understanding the current total cost of ownership (TCO). TCO is an analysis that values the complete lifecycle of a purchase. This value includes every ownership phase, such as acquisition, operation, supplies, and training.
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Evaluation of current operating and printing costs and performance of all devices in your office, as well as potential savings opportunities.
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An assessment of your current operations, consumptions, and document output, such as the amount of paper your business is using.
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The presenting of dynamic solutions specific to your business goals and employees.
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Analytics that helps inform you and your employees of current processes and how to improve.
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A review and discussion of the benefits of any newly suggested printing solutions.
Final Say: Managed Print Services & Your Business
A great managed print services provider should tailor the data from the print assessment to your individual business needs and goals to ensure the services address your obligations.
As you can tell, managed print services are right for any business. Finding an MPS program that best suits your business might initially be challenging. But once you partner with the right team, you’ll be amazed by the results.
AIS wants the best for you, your business, and your employees. To learn more about office technology and services, contact one of our business technology consultants here.
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