A Managed Print Solution is a service delivered by print providers to manage and optimise an organisation’s printing hardware, including scanners, faxes and copiers, printing software and the associated print supplies and consumables.
Managed Print Solutions allow businesses to improve their efficiency, productivity and data security by monitoring usage, automating consumable usage and meeting the company’s document needs.
The services delivered throughout a Managed Print Solution agreement vary between each supplier and are usually tailored to an organisation’s exacting requirements. Regardless of the service expectations and the contractual obligations, managed print solutions offer numerous benefits to companies. You can learn more about 9 key benefits of a managed print solution below:
A tailored Managed Print Solution can organise all your document requirements under a single agreement that simply includes a one-off monthly fee to cover all service provisions. By using a specialist Managed Print Solution Provider to handle all your printing, copying and scanning, costs can be dramatically reduced.
The number of print devices can be rationalised by removing unnecessary or legacy technology that create inefficiencies for your workforce. Print software and print policies, such as ‘pull-printing’ can also be established to reduce output and lower printing costs.
Managed Print Solutions can integrate all print devices onto dedicated monitoring systems to ensure automated management and delivery of replacement toners and servicing. Maintaining individual print devices, one by one, is more expensive than having an automated, cloud-based system for managing at scale. Plus, the cost associated with stockpiling unused inventory are avoided.
Overall, removing the need to manage any part of your print environment by leveraging a Managed Print Services Provider can ultimately reduce costs by between 20-40%. Costs are clear and transparent from day 1, allowing appropriate budgeting and financial visibility.
The cost of buying a fleet of print devices can be financial troublesome, but Managed Print Solutions usually provide flexible payment options to suit a range of preferences. Cost-per-copy pricing strategies with leased print hardware are ideal for organisations who dread the idea of a large upfront cost for technology every three to five years. Additionally, businesses can enjoy forecasting tools and real-time usage dashboards across the network of devices to provide precise and detailed information on financial coverage.
Using a Managed Service Provider to handle all aspects of your print environment frees up valuable time and resources. The burden typically lies with the IT department to fix printer faults and jams, order and replace toner, or call manufacturers for advice on how to install or configure printer software.
The optimisation of print hardware and software, as well as the automation in service delivery – from regular preventative maintenance engineer visits to just-in-time (JIT) replacement toner, vastly improves an organisation’s productivity and overall document capabilities.
The amount of time staff spend on printer-related tasks is hard to quantify but often much more than you would believe. The end-to-end process of printing, scanning, copying or faxing documents on old print technology or out-of-date, poorly configured software, is just the beginning.
There is also the time spent solving device malfunctions, fixing paper jams and replacing ink and toner cartridges to consider too. A Managed Print Solution will identify any inefficiencies and have measures in place to reduce the hidden waste of staff time incurred on day-to-day print maintenance tasks. By combining the best-in-class print software with the latest print hardware, a Managed Print Solution can significantly optimise your company’s operational efficiency.
Reducing the volume of electricity, print consumables and paper are all part of an organisation’s corporate social responsibility. With specialist device monitoring software in place as part of a Managed Print Solution, you will be able to identify and track your levels of print usage, as well as associated cost. In doing so, you will be in a position to intervene and reduce your environmental impact and carbon footprint.
By delivering the most ideal print solutions to your document requirements, your organisation can reduce its environmental impact dramatically. The amount of resources consumed can be dramatically reduced, along with associated power and electricity consumption – all contributing to a better carbon footprint.
Organisations can look to a Managed Print Solution as a method for reducing waste. Print policies can be introduced that set default printing procedures, such as mono, double-sided printing, resulting in less colour and less paper usage.
Follow-me printing can also ensure that print jobs are only released when staff log into the print device and select to print the job themselves. It’s common for an effective Managed Print Solution to save up to 20% of print output which is otherwise left at print devices, only to be discarded insecurely.
A thorough print audit and assessment will identify any security risks your network or organisation currently faces. The subsequent Managed Print Solution will then help to mitigate those risks with a tailored print security plan.
This could include recommending printer sign-in procedures to minimise documents being stolen from output trays, or it might involve waste disposal and document management facilities. The print security plan could also advise on installing multi-functional print devices with automatic hard drive wiping software, and network-level solutions to reduce the risk of information being retrieved by hackers.
With the General Data Protection Regulation (GDPR) introduced in May 2018, organisations need to be fulfilling strict data compliance criteria and taking appropriate measures, or risk facing huge financial and reputational penalties.
Managed print providers can help work towards compliance by tailoring document process and workflows and providing bespoke document-related consultancy to meet such criteria. With all Personal Identifiable Information (PII) – information that can be used to uniquely identify, contact, or locate a single person – now having strict legislation around how to be stored, managed and used, organisations need to ensure their document infrastructure is compliant and future-proofed.
Creating a working environment filled with the most ideal and fit for purpose technology should be a priority for any forward thinking organisation. Documents play a key role in business – it’s unusual for any business unit or department to not have some degree of document requirement – so optimising the infrastructure and associated processes is a sound business decision.