Printing has become an essential part of modern business operations. However, managing printing infrastructure can get complex as companies grow, with numerous devices from various vendors, drivers and connections to maintain. This is where managed print services (MPS) providers step in to centrally manage an organization's entire print environment. By embracing a customized MPS program, businesses can achieve significant cost savings, increased productivity and security.

What are Managed Print Services?

The concept of managed print services involves a third-party provider taking ownership of an organization's printers, multifunction devices, supplies and related infrastructure. An MPS provider will comprehensively assess a business's printing needs, recommend the right technology solutions and ensure seamless support. Some key advantages of partnering with an MPS provider include:

Centralized Management and Support

With MPS, day-to-day management and maintenance tasks are handled by experts off-site. This frees up in-house IT staff from mundane printer issues. MPS providers remotely monitor devices, deploy automatic supplies replenishment and perform repairs. Any technology or networking issues are addressed proactively for a smooth printing experience at all times.

Cost and Usage Optimization

Managed Print Services providers analyze usage patterns to right-size device fleets based on real needs. Underutilized or inefficient printers are replaced with cost-effective multifunction devices. Vendors also negotiate volume discounts on supplies to reduce per-page costs. Detailed billing with tracking tools help curtail waste and non-relevant printing. Over time, these optimizations can lower printing expenses by up to 30%.

Increased Productivity and Mobility

With reliable, high-performance devices and instant technical support, workplace productivity is boosted. Users get a familiar print experience across all locations through mobile printing and driver standardization. Documents can be accessed securely from any device using cloud-based workflow solutions. This empowers employees with on-the-go printing flexibility.

Enhanced Security and Governance

Sensitive data on devices is safeguarded through features like hard drive encryption, automatic firmware updates and geo-fencing. MPS partners institute robust policies and audits for paper waste management as well as inventory and supplies procurement. Comprehensive reporting brings transparency to printing activities for regulatory compliance.

Customized Solutions for Diverse Needs

Large multinational corporations with many subsidiaries, small offices and remote branch sites can equally gain by partnering with an established MPS provider. Vendors understand that each client is unique and structure personalized solutions accordingly. Whether optimizing a few hundred printers or several thousand globally, clients have unified support and control.

Assessing Your Needs and Selecting an MPS Partner

For businesses seeking the advantages above, carefully evaluating printing infrastructure and requirements is key before selecting an MPS provider. Some factors to consider include:

Device Types and Locations: Get a complete inventory of current printers, types (laser, inkjet etc.), make/models and physical locations for rightsizing the fleet.

Usage Patterns: Analyze print volumes across departments, print types (B&W/color), stapling needs etc. to identify high/low usage areas and tailor solutions.

Budgets: Examine past 5-year printing expenditures for supplies, support, new hardware purchases etc. and set target cost optimization levels for the MPS program.

Business Goals: Outline objectives like sustainability targets, output quality standards, regulatory compliances and technology adoption roadmaps.

It's also important to shortlist 3-5 reputed MPS vendors with proven experience. Request customized proposals outlining services, pricing structures, security features, reporting capabilities and key performance indicators. Comprehensive contract terms and 24/7 support commitments must be reviewed. Test pilot implementations help assess real support and cost advantages before a long-term commitment.

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