Efficient print management can make a world of difference for your business. With the right approach, managing your print fleet doesn't have to be a hassle—it's an opportunity to boost productivity, control costs and create a smoother workflow for your team.
In this guide, you’ll learn the basics of print management, gaining knowledge to determine if working with a Managed Print Services (MPS) provider might be the right fit for your business.
Partnering with an MPS provider can help you simplify your printing operations and unlock real savings for your organization. From routine maintenance and on-site support to supply automation and security enhancements, MPS partners focus on delivering outstanding service at every step—empowering your business to run more efficiently, securely, and cost-effectively.
A Managed Print Services (MPS) provider is an outsourced print provider who evaluates your printer fleet, recommends ways to streamline it, conducts training on newly installed hardware & software, provides proactive maintenance & service, analyzes your print fleet user data and meets with you regularly to talk about any fleet adjustments that may be needed.
Their goal is to be a true partner by creating and recommending an effective print strategy that will save both time and money. Essentially, an MPS partner takes the hassle out of managing your printers by offering comprehensive solutions tailored to your business needs.
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MPS providers offer numerous benefits for businesses. First, they help reduce expenses by identifying and eliminating wasteful printing practices. For example, switching from color to black-and-white printing or enabling double-sided printing can cut costs significantly.
Another benefit is the rightsizing of your printer fleet. With remote work becoming more common, the demand for company printers may decrease. An MPS provider ensures you have the right number of printers, eliminating unnecessary equipment and associated costs.
Additionally, they can provide just-in-time (JiT) toner delivery. This is a handy option because you don't have to worry about stocking up on toner or remembering to order more—it's all taken care of for you. Plus, with JiT toner delivery, you'll always have what you need right when you need it, which helps keep everything running smoothly.
Conducting a thorough print fleet needs assessment involves several steps. First, an MPS provider will take inventory of your current print fleet, including the number and types of printers, their locations and usage patterns. This provides a snapshot of your existing print environment.
Next, they will use this data to help you identify gaps and opportunities for improvement. This is accomplished by asking questions about your current usage and business goals to recommend the most efficient and cost-effective print solutions. This process ensures that your print fleet aligns with your operational needs and will help in making informed decisions about future investments.
Security is a critical aspect of MPS. An MPS provider ensures your print environment complies with regulations key to your industry, such as HIPAA, Sarbanes-Oxley or FERPA. They can also implement device authentication, encryption, and swipe-to-print technology to prevent unauthorized access to documents and networks.
For instance, a school district was able to defuse a bomb threat thanks to an MPS solution that tracked print logs and identified the individual responsible. This example highlights the importance of robust print security measures in protecting sensitive information and ensuring the safety of your organization.
In addition, an expert MPS provider, like Gordon Flesch Company (GFC), will offer firmware management options as to when and how your firmware updates will occur. Some businesses choose automatic updates, while others choose to implement firmware updates themselves or have an MPS technician install any updates when they are on-site for a service call. Keeping your firmware updated will ensure a heightened level of network security, because at GFC, we worry about your print so you don't have to.
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Regular reviews and strategic planning are essential for maximizing the efficiency of your print fleet. An MPS provider conducts periodic assessments to ensure your print environment continues to meet your needs. They review print user data and provide insights into usage patterns and cost-saving opportunities.
Additionally, they offer strategic planning services to help you update your print fleet roadmap. This includes recommending new technologies, optimizing workflows and ensuring your print fleet aligns with your business objectives. Regular reviews and strategic planning help you stay ahead of potential issues and make informed decisions that drive efficiency and cost savings.
Have you been feeling the pains of an uncoordinated print fleet that doesn’t align with your business goals? It might be time to consider partnering with an expert MPS provider. Learn more by downloading our Beginner’s Guide to Managed Print Services. Get the guide, now!
