It’s no secret that Managed Print Services have a lot of benefits to offer businesses, particularly in hybrid workplaces. With an integrated, company-wide print solution tailored to your specific needs, you can expect better security, improved mobility and more flexible usability to empower a productive team.
But with so many providers vying for your attention, how do you ensure that you’re choosing the best Managed Print Service for your business?
We’ve identified five features that the best MPS solutions all have – what we call the 5 Ss of MPS: savings, security, scalability, service and sustainability. With these in mind, you’ll be able to quickly sort the good from the bad to identify which is the best Managed Print Services solution for your specific business needs.
1. Savings
One of the first things to look for in an MPS solution is cost savings. Printing can be a significant expense for businesses, so reducing this financial burden is a key driver for many businesses making the switch to managed print. The right MPS will help you improve resource allocation and optimisation, while also reducing the workload of your IT team.
Before developing a tailored solution for your business, your MPS provider should conduct an audit of your print and document environment to identify where they can help you streamline processes, reduce waste and consolidate your resources to reduce costs. This will also help you determine approximately how much you are currently spending on printing, allowing you to compare the benefits of MPS with your current print solution.
Kyocera was able to help TNT Express reduce its monthly printing costs by 38 percent by consolidating its print fleet and providing a simple cost-per-copy MPS solution. With the right provider, you could achieve savings like this too.
2. Security
Printers are one of the most overlooked security risks in the workplace, especially in distributed workforces. When managing numerous devices across a wide range of locations, IT teams may find it challenging to ensure that each device has an appropriate level of security, and that employees are using secure practices.
The right MPS solution should reduce your business risk substantially, offering complete visibility over every device in your fleet, no matter its location. In the initial audit, your provider should identify your security vulnerabilities and how they will help address them. This usually includes initiatives such as implementing anti-malware software and security features across your fleet, real-time threat monitoring of device networks, and user authentication and authorisation.
3. Scalability
As well as being secure, the best Managed Print Services are easily scalable, enabling your infrastructure to grow and transform alongside your business. With a single provider and an MPS network designed for growth, increasing your devices, print volume or service requirements will no longer be a convoluted or lengthy process. Instead, your MPS provider will already have an in-depth understanding of your print environment and be able to make appropriate recommendations, as well as respond quickly to your needs. Additionally, you shouldn’t have to worry about complex set-up, integration or training requirements for your new devices – a good provider will be able to add new printers to your existing network with minimal disruption.
4. Service
One of the many benefits of MPS is that it consolidates all your providers into one point of contact for all your printing needs – devices, consumables, maintenance and repairs. This ensures you receive the same quality of service from someone who knows your business and print solution, each and every time.
Additionally, MPS also improves productivity by reducing how much time your staff need to spend on managing your devices. With a Managed Print Service, you can expect your provider to automate consumable orders, upgrade old hardware, install the latest software, and conduct staff training on how to use and troubleshoot devices as part of their normal service. With the time saved from the lack of print problems and delays, your staff will be free to focus on higher-value work.
5. Sustainability
A commitment to sustainable business practices is now considered the bare minimum for businesses. So it’s good news that MPS can not only improve your bottom line, but also reduce your environmental footprint.
The best Managed Print Services help businesses to use their resources more eco-consciously, minimising waste and enabling greater control over print usage. This includes reducing or eliminating inefficient toner usage, single-sided printing, paper wastage due to poor print jobs and other inefficiencies you may not be aware of. Optimising and streamlining your processes will also minimise any unnecessary printing, saving consumables and power consumption. And with true oversight of your print environment, you and your MPS provider will be able to identify where your biggest areas of print usage are and develop new strategies to minimise your environmental impact.
With these five features of the best Managed Print Services in mind, you can identify which providers are offering solutions that will truly lead to improvements in savings, security, scalability, service and sustainability for your business. And with the right MPS solution, you’ll be ready to maximise your business’ productivity, mobility and efficiency in the new era of work.
Managed Print Services is a flexible and scalable print solution that can meet the changing needs of your organisation in the new era of work. Learn how you can reduce your costs, minimise risk, improve your environmental footprint and gain greater control of your print environment with a Managed Print solution.