Managed Print Services: How does it help your Business?

Printing is an essential function in most businesses. The office copier is one piece of technology that plays an important role in today’s businesses with regards to printing of documents. In an age where business is dominated by cloud computing, file sharing, smartphones and tablets, it may seem outdated to have a need to print out information on paper.

But as you know, many areas of industry still rely heavily on printing to communicate effectively with clients and coworkers. This equipment is essential for productivity within your office, so what do you do when it needs replacing?

When it is time to replace old print technology or add new equipment, how does your organization acquire the copiers you need? The most popular options are to either purchase new equipment or enter into a printer lease. Many organizations are unsure of the best way to manage this process.

What is Managed Print Services (MPS)

According to Gartner – “Managed Print Services (MPS) are services offered by an external provider to optimize or manage a company’s document output. The main components provided are needs assessment, selective or general replacement of hardware, and the service, parts and supplies needed to operate the new and/or existing hardware (including existing third-party equipment if this is required by the customer). The provider also tracks how the printer, fax, copier and MFP fleet is being used, the problems, and the user’s satisfaction”.

Now the definition may be a bit overwhelming but we can break down the concept for better understanding. Let’s examine as to why this concept came into being in the first place.

For starters, you might not know what type of printing is going on in your business because you aren’t in front of every copier or printer at all times. Many a times your employees print and assemble such massive projects that really aren’t meant for in-house production. To complicate matters it may be even more cumbersome to track the costs associated with reckless printing.

Choosing a print solution that complements your organization’s needs and employee work requirements is very important, not only from a productivity standpoint, but also for your bottom line.

When you look at the figures below, considering your print options makes sense:

• Nearly 90% of companies don’t track print costs
• Document costs represent between 5-15% of revenue
• IT spends 15% of its time on printing issues
• Supplier agreements can reduce operating costs 20-30%

Managed print services is a program offered by print providers that manage all aspects of your business printing devices, including printers, scanners, faxes and copiers.

So how do we approach this concept and what are the steps that are to be undertaken?

The Discovery Phase – MPS

In the ‘Discovery’ phase, we work with you to create a blueprint for building the outcomes you want, based on a detailed understanding of your business. We listen first, so we know what goals you want to achieve and all of this happens through collaboration with your team. Simultaneously we make an assessment of your current fleet, print volumes and user needs. The end result is a personalized plan specifically tailored for you.

We have various assessments to help determine your optimum future state, based on analysis of your current real-time usage data such as –

• Industry benchmark assessment
• Optimization assessment
• Managed Environment Assessment
• Eco Printing Assessment
• Due Diligence

The Transformation Phase

In the ‘Transformation’ phase, the plans become reality. The focus here is on a seamless implementation that minimizes disruptions to your business and gets your end users “up and running” in the new environment.

Key activities in this phase includes –

• Transition Management
• Implementation
• Integration
• Management of Change

The Manage Phase

In the ‘Manage’ phase we develop a customized support model aimed to comply with the required services for each client—designed with a proper balance of onsite personnel and remote (central) resources in the best and most cost-efficient way. You can maximize the uptime and availability of your printing environment while minimizing the disruption to your operations.

Key activities in this phase includes –

• Support Services
• Preventive Maintenance
• Remote Management
• Supplies Management
• Software Maintenance
• Change Management
• Relationship Management
• Reports and Billing
• End of Term Options

Overall Managed Print Services provides an affordable copier leasing option that allows your business to maintain the most up-to-date technology, while also having access to the industry experts for printing needs, ongoing support and equipment maintenance.

Ten Powerful Benefits of Managed Print Services

Managed Print Services benefits businesses in impactful ways. Enlisted below are the key areas of benefits an organization can expect from MPS:

1. 1. Analyze Printer Usage – By taking an overall look at your printing usage, paper flow, and the costs of each area in your business printing, you can optimize and create more efficiency.
   2. Optimize Printer Placement – Placing your printing equipment in easily accessible areas for an appropriate amount of employees will help improve workflow and maximize your device usage. Easy accessibility to this equipment is critical to the effectiveness of your employees. Too often, time is wasted walking across the building or to another floor for printed material. This decreases your employee’s ability get their work done.
   3. Reduce “Local” Printers – One of the first things to be assessed is the need and use of local printers. Typically, they are inefficient and more costly than realized. These printers only service one user and are rarely networked, making them inefficient in most business environments. They also often require unique cartridges that are more costly and prone to purchasing and inventory tracking challenges.
   4. Replace Inefficient Devices – Managed Print Service providers can help you identify which machines are underperforming and replace them with more efficient devices. As specialists, we know the best printing devices available for your business needs and your budget. We shall also consider things like your printing history and your business goals. It’s not uncommon for companies to reduce the number of printers in their fleet by 50% or more while upgrading to the latest technology.
   5. Automated Supply Delivery – Eliminate the need for ordering toner cartridges by entering into an MPS program. We can monitor your devices and automate shipment of toner based on when your machines run low. Keep your employees productive by eliminating equipment downtime caused by lack of supplies with an effective managed print services program.
   6. Gain Predictability – MPS programs enable you to consolidate your costs (and vendors), which provides the ability for a consistent monthly investment. By entering into a partnership with an MPS provider, there will be no more surprise maintenance or unpredictable printing costs. All you get is a monthly invoice that encompasses all of your printing expenses.
   7. Train Employees on New Technology – IT departments are often focused on their regular tasks. Training employees and fixing their printing problems isn’t their top priority and usually is the first task to get put on the back burner. Managed Print Service providers can assist in employee training and provide help desk support for print issues.
   8. Manage Remote Printing – With remote printing, your employees will be able to print remotely from off-site locations, from any device. This could provide many improvements for your business. For example, an employee doesn’t have to come into the office to print important paperwork and other employees don’t have to spend precious time looking for the document to print for them.
   9. Print Audit – All prints are accounted for, hence you can minimize unwanted printing amongst employees. Accountability helps in reducing print wastages and inculcates responsible behavior in organizations.
   10. Data Security – Unattended prints and data thefts are key concerns for organizations who deal with confidential information. All data flowing between the Print server and terminals is secured and encrypted. The risk of breaking into the system is therefore limited to a minimum. Moreover we regularly audit your service to identify security vulnerabilities.

Think! How much is your Print Fleet costing you?

If your organization is still managing its own imaging and printing infrastructure, it’s time to ask yourself some tough questions.

• Do you have the dedicated resources and expertise needed to capitalize on the types of improvements possible?
• Is your infrastructure living up to its full information management potential?
• Are your new technology purchases driving down overall cost or adding to the confusion?
• Do you foresee being able to meet your security and environmental goals any time in the near future?
• Have you targeted key paper intensive processes for improvement?

Al Reyami Technologies, the exclusive distributor for UTAX, offers a combined expertise of decades that can help you answer these questions with more accuracy, process the implications and prepare for the future. Together, we can develop a printing strategy that takes your printing infrastructure where it needs to be so that you can focus and invest in your business and your customers.

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