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7 Things Every Great Managed Print Implementation Plan Has in Common

Patrick Ritchie

No one notices the office printer until something is wrong.

We are firm believers that a Managed Print Service (MPS) is the most efficient and cost-effective way to manage and maintain a printer and copier fleet. When done right, an MPS program will keep copiers and printers running so well you might forget they are even there.

If your printers are getting old or causing slowdowns, it might be time to consider an MPS program. Or perhaps you have questions about the quality of service from your existing MPS provider. How do you know if an MPS program is right for your business? Here is what we consider the signs of a successful MPS program:

1. Your Printers Are More Secure

Managed Print Services providers offer improvements to your business’ security, both in terms of devices and documents. Proper print management helps ensure your company is up to date on associated laws and requirements, so you no longer have to worry about compliance as it relates to your printers’ data security.

If done right, MPS also offers device authentication and document encryption, which prevents unauthorized access to documents and networks. Swipe-to-print technology, authorized document release and more help ensure that confidential information won’t end up in the wrong hands — whether from a cyber threat or internally when someone retrieves a document from the printer that was intended for someone else’s eyes only.

2. Supplies are There When You Need Them

The most obvious benefit of a managed print service is the cost savings on supplies like toner. A good managed print services provider will do an audit of your print usage and give you a complete cost analysis, showing where a company can save. A great MPS provider can provide automation solutions like Just-in-Time delivery of toner and materials so companies don’t have to waste money and space stocking print supplies.

For example, Sauk Prairie Healthcare operates a hospital and three surgical specialty practices in Prairie du Sac, Wisconsin as well as four primary care clinics in the surrounding communities. Gordon Flesch Company’s (GFC) analysts helped eliminate unnecessary machines and standardize on select models of copiers and printers. Additionally, the organization adopted GFC’s Just-in-Time delivery system. This will allow Sauk Prairie Healthcare to eliminate stockpiled supplies and receive toner just as the machines need it. In fact, this service has allowed the company to empty out a 4-foot by 4-foot pile of old toner and supplies that had been gathering dust in the main office for years.

3. No More Machines Gathering Dust

An MPS provider should take inventory and analyze your current printer fleet. If done right, this analysis should lead to a reduced inventory and more efficient use of your existing machines. For example, Velocity Urgent Care had 30 printers for 8 locations before reaching out to GFC. Today the company has almost doubled its number of locations, 15 locations, with just 41 machines. They were able to do more with fewer machines by standardizing on new, more powerful machines. The new MFPs even offer standardized features, like lockable trays to protect confidential patient information.

4. Simplified Billing

The days of costly printer repairs and replacements are over as soon as you implement print management. MPS makes it possible to track hardware costs and make them predictable, making unexpected hardware bills a thing of the past. And instead of buying hardware, you can lease it. In this way, MPS allows you to know what you will spending every month allowing for a steady, simple budget.

5. Real-time Analysis, Data and Strategy

One of the coolest things about Managed Print Services is the ability to conduct real-time analysis. Regular data reports enable you to tweak workflow, readjust hardware requirements and ensure that users are using resources effectively. 

Consider Cardinal Stritch University, which had had more than 300 printers and copiers but had very little control over how they were used. GFC began a phased deployment to consolidate over 120 MFPs and 200 individual printers down to 57 multi-function printers (MFPs) and 40 single-function printers. Just as importantly, GFC was able to put new controls in place to help lower printing costs. For example, the school already used PaperCut software to manage its print fleet, but had not been able to use advanced pint management features, or even include Mac users. And thanks to GFC’s just-in-time delivery, the University is using 20% less toner and supplies. 

6. Your IT Department Will Be Happier

Your IT department is probably overworked and continually being pulled in different directions. With a managed print services program, your IT department can go back to focusing on their everyday tasks, as well as becoming more available and accessible to your employees. IT departments really can't afford to be troubleshooting printing issues or equipment breakdowns. They have more pressing projects and issues that they need to be focusing on.

7. Your Machines Just Keep Working

When working right, an MPS will ensure your printers and multi-function devices are nearly invisible. That’s because with MPS, paper-feed problems, ink and toner shortages, driver problems, and breakdowns are rare and remedied quickly if they do appear. A good MPS provider will offer preventative maintenance to head off problems down the road and a Just-in-Time delivery service will ensure supplies are there when you need them.

In the end, the sign of a successful managed print program is that no one notices the printers and copiers. When done right, machines are serviced quickly and supplies are delivered before you run out. To learn more, reach out to talk with the managed print experts at the Gordon Flesch Company today.

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