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4 Big Benefits of Managed Print Services for Small Business

Mark Flesch
07/27/2021
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It’s not just major enterprises that rely on outsourced print management solutions; businesses of all sizes are turning to Managed Print Services (MPS) to save resources, time and money. In addition to enjoying the benefits of improved control, performance and document security, managed print strategies can save companies up to 50% on their printing costs.

But how do you know if Managed Print is right for your company? Here are the top four benefits of Managed Print Services for small business when you work with a reputable and experienced provider that offers the right products and services:

  1. Reduce unexpected expenses
  2. Minimize wasted time and resources
  3. Heighten security
  4. Ensure the right-size printer fleet

1) Reduce Unexpected Print-Related and IT Expenses

Month-to-month spending on printing can be unpredictable, but one of the main benefits of working with a Managed Print Services company is that you pay a consistent monthly rate for your printing needs. If you have difficulty planning for the future because of unexpected office technology costs, such as a printing device breaking down, a Managed Print solution could be just what you need.

Instead of trying to foresee these day-to-day expenses and rushing to fix a problem when it arises, your Managed Print Services provider can mitigate these issues with their help desk support, remote device monitoring and predictable monthly rates. A Managed Print provider will also likely perform proactive routine maintenance and checkups of your printers and copiers to help ensure everything is working properly and reduce the likelihood of a breakdown occurring in the first place.

2) Minimize Wasted Time and Resources in Your Print Environment

How many people does it take to fix a paper jam? There is no punchline — lost productivity is no joke. The vision of several employees gathered around a copier with every paper tray open and someone peering inside is a reality for many organizations... and a costly one. More than 60% of companies in one survey cited an average of two to six hours of costly downtime per incident.

From causing unnecessary downtime and time-consuming staff intervention, printing too many extra pages, to using color printing for documents that could be printed in black-and-white, there are many wasteful practices that could be costing your company thousands of dollars in lost productivity and resources each year.

What is Managed Print Infographic CTA

Managed print helps you eliminate these wasteful practices, as well as ensure you have the most optimized print environment possible. Managed Print will also help optimize workflows by monitoring your devices for issues and toner usage, and will even automatically order more when you’re running low. Your employees and IT team will feel less frustrated and be more productive as they spend less time worrying about printing or trying to fix outdated or broken equipment.

The bottom line is that Managed Print helps your bottom line, saving you time and lowering your total cost.

3) Heighten Your Security

Managed Print Services providers offer a vast improvement to your business’ security, both in terms of devices, documents and business processes. 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.

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.

MPS providers can also offer you Enterprise Content Management (ECM) solutions, which will cut down on paper waste by digitizing many of your documents using a trusted security provider, encouraging environmental sustainability. You will also have a full audit trail, which will only further improve your security and document workflows.

4) Ensure the Right-Size Printer Fleet

The landscape of many office environments has shifted over the past year. Some organizations have allowed a portion of their workforces to continue working remotely which has lessened the number of print jobs and the demand on company printers. Do you have too many printers? Not enough? With a Managed Print solution, you’ll receive periodic assessments of your print environment to ensure it’s still serving your needs.

When deemed necessary, you can consolidate your print fleet to include only the most efficient, updated and necessary equipment, while getting rid of outdated machines that only cost you money.

Managed Print Services can audit your business printer fleet and improve efficiencies, security and environmental footprint while cutting down on overall and unforeseen expenses. With the right MPS provider, like the experts at Gordon Flesch Company, you can consume less energy and paper resources, and your employees will get more done with an improved print workflow.

Today’s printers are highly functional machines that provide many benefits for small businesses, but there are some misconceptions about Managed Print that might need clearing up. To help, we developed an infographic that addresses the Most Frequently Asked Questions About Managed Print, so check it out below.

And, if your organization would like to save money and benefit from a Managed Print program, contact our award-winning team for a free, no-obligation Managed Print Needs Assessment!

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