The Role of Managed Print Services
What are Managed Print Services?
Managed Print Services is a strategic approach to print management. It involves partnering with a trusted provider who takes complete responsibility for your print infrastructure, including printers, copiers, supplies, and maintenance. MPS providers analyze your current printing practices, identify areas for improvement, and implement tailored solutions to optimize efficiency and reduce costs.
Enhancing Efficiency and Productivity
One of the primary benefits of Managed Print Services is the significant improvement in efficiency and productivity. MPS providers conduct a thorough assessment of your print environment, identifying inefficiencies and implementing streamlined processes. By optimizing workflows, automating manual tasks, and ensuring timely maintenance and supply management, MPS enables employees to focus on core business activities instead of dealing with print-related issues.
Cost Reduction and Predictable Budgeting
Print-related costs can quickly spiral out of control if not managed properly. Managed Print Services offer cost reduction benefits that can have a positive impact on your bottom line. By consolidating and optimizing your print infrastructure, MPS providers eliminate unnecessary devices, reduce paper waste, and centralize supply purchasing. This results in lower operational costs and a predictable monthly budget, as MPS providers typically offer fixed-cost plans.
Proactive Maintenance and Support
MPS providers take a proactive approach to maintaining your print environment. They remotely monitor your devices, ensuring optimal performance and identifying potential issues before they cause disruptions. Proactive maintenance significantly reduces downtime and increases productivity. Furthermore, MPS providers offer expert technical support, resolving any print-related problems promptly, so your employees can stay focused on their tasks.
Security and Compliance
In today’s digital landscape, data security is paramount. Managed Print Services address this concern by implementing robust security measures. MPS providers employ advanced security protocols, such as secure printing and access control, to protect sensitive information. They also ensure compliance with industry regulations, such as GDPR or HIPAA, giving you peace of mind that your print environment meets the highest security standards.
Environmental Sustainability
Sustainability is a growing priority for businesses across the globe. Managed Print Services contribute to environmental conservation by implementing eco-friendly printing practices. MPS providers help businesses reduce paper waste through optimized printing settings, double-sided printing, and digital document management solutions. By embracing MPS, businesses can lower their carbon footprint and contribute to a greener future.
Choosing the Right Managed Print Services Provider
Evaluating Provider Capabilities
When selecting an MPS provider, it is crucial to evaluate their capabilities thoroughly. Look for providers with a proven track record, extensive industry experience, and a wide range of services. Assess their technological expertise, ensuring they can handle your specific print environment requirements.
Customized Solutions and Scalability
Each business has unique printing needs. A reputable MPS provider will offer customized solutions tailored to your organization’s requirements. They should take the time to understand your workflows, document processes, and future goals. Additionally, ensure that the MPS provider can scale their services as your business grows, accommodating changes in print volume and device requirements.
Service Level Agreements and Support
A comprehensive Service Level Agreement (SLA) is essential when entering into an MPS partnership. The SLA should clearly outline performance metrics, response times, and support availability. Ensure that the MPS provider offers 24/7 technical support and has a reliable helpdesk system to address any issues promptly.
Client References and Testimonials
Before finalizing your decision, seek client references and testimonials from existing customers of the MPS provider. This will provide insights into their service quality, responsiveness, and customer satisfaction levels. A reputable provider will have positive feedback from satisfied clients who have experienced the benefits of their Managed Print Services.
Key Features of Managed Print Services
Print Assessment:
MPS providers conduct a comprehensive analysis of your current print infrastructure, usage patterns, and costs. This assessment helps identify areas for improvement and sets the foundation for a tailored MPS solution.
Device Consolidation and Optimization:
MPS providers assist in rationalizing your print fleet by identifying redundant or underutilized devices. They help consolidate your devices into a streamlined, optimized fleet, reducing the number of printers and associated costs.
Remote Monitoring and Management:
MPS providers utilize advanced software to monitor print devices in real-time, proactively detect issues, and automate supplies replenishment. Remote management capabilities allow for efficient troubleshooting, reducing the need for on-site support.
Print Policy and Security:
MPS providers help businesses establish print policies that align with their objectives. They enforce rules, such as duplex printing, grayscale printing, and restricted access, to promote cost savings and enhance document security.
Print Analytics and Reporting:
MPS providers offer detailed reports and analytics on print usage, costs, and trends. These insights enable businesses to make informed decisions, identify areas for further improvement, and track the effectiveness of their print strategies.
Choose the technology that fits
Think about your current and future needs and work with us to select the best print technology. Building an effective print, copy and scan capability requires matching your business requirements to the right hardware and software. We’ll factor-in your print volumes and patterns, we’ll evaluate how much you scan and process digital documents, we’ll look at integrations with systems and processes and craft a managed print service that fits your needs and budget.
Take control with print management software
Get proactive and optimize your print costs, processes and policies.
Your MFDs are just one part of an optimized print capability. If you’re not exploiting the power of print management software, you’re missing out on opportunities to maximize effectiveness and get more from your investment. We can provide managed print services that will enable you to: control costs, define workflows, enforce policy, manage consumables and much more…
We’ll help you take the efficiency and effectiveness of your print infrastructure to the next level.
Toner tracking and automatic resupply
Our managed print services make sure your MFDs are running and ready to print when you need them most. The busier you are, the easier it is to let toner run low and to forget to order replacements. We can remotely monitor toner levels in your machines and automatically ship replacements before problems arise
Proactive Fleet Management
With an automated managed print service for effectively administering your multifunctional devices (MFDs), you’ll be able to make sure your machines remain fully operational and your teams remain productive.
To reduce repair times and ensure you continue to receive outstanding service, we can remotely install KPAX, an innovative fleet management solution, as a free upgrade to all of our customers.
We’ll maximize your device uptime and proactively manage your supplies and servicing.
Think security-first
Increasingly sophisticated attacks are targeting workplace technology – with hackers getting network access to steal data and launch attacks. It’s essential that you protect print and document management capabilities. We’ve developed deep expertise in providing secure managed print services.
We can work with you to implement sophisticated user authentication, ‘follow-you’ printing, document encryption, watermarks and a host of other effective security measures. We think security-first in every system we deliver, helping protect our valued customers.
Your gateway to digitisation
The modern MFD is capable of so much more than printing, copying and scanning. Powerful on-board applications and pre-built integrations mean that your machines can streamline and accelerate your digital document and workflow processes.
We can help you unlock the full power of each device, optimizing its ability to capture and digitize documents, automatically classify and route workflow, extract and transform data and more. We’ll work with you to connect your digital processes to the advanced capabilities of your MFD fleet.
Large, wide-format & specialist machines
We can provide large-format photographic, fine art and production machines, CAD printers and plotters, large-format scanners, laminators and more. We’ll deliver, install and train you on each machine and provide a maintenance and service package to help you get the most from your investment.
Large, wide-format & specialist machines
We have a library of courses and materials that span from the basics of using MFDs through to advanced topics such as using the onboard applications, integrations into other systems, software management tools, document management, workflow and more.
In person and online training
uniFLOW
Manage all your devices, and print and scan workflows through one integrated software solution.
eMaintenance
Automate time-consuming administration tasks so you can focus on what’s important.
CRS Online
Drive continuous improvement of your print performance through insight from ongoing reporting.
Netaphor
Gain actionable business intelligence with this fleet data collection, analysis, alerting and reporting tool.
Digital transformation services
What is a Print Environment?
A print environment refers to the collection of printers, copiers, scanners, and other printing devices within an organization. It encompasses the hardware, software, and processes involved in managing and using these devices to meet the printing needs of the business.
Print Infrastructure
Print infrastructure refers to the physical and technological components that enable printing operations within an organization. It encompasses the hardware, software, network connections, and supporting systems required for efficient printing.
Conclusion
Managed Print Services offer a holistic approach to print management, revolutionizing the way businesses handle their printing needs. A service provider from enhancing efficiency and productivity to reducing costs, improving security services, data protection and promoting environmental sustainability, MPS provides a comprehensive solution for businesses of all sizes. By partnering with a trusted MPS provider, businesses can streamline their print environment, save time and resources, and focus on their core competencies. Embrace Managed Print Services today and unlock the full potential of your business printing infrastructure.
You can find more information on our website, PBS Group
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