What is Managed Print and Why Do I Need It?

Mark Flesch
Author: Mark Flesch Date: 11/29/2016

Since you’re reading this article you’ve probably heard the term “Managed Print.” You’re probably wondering what this set of service offerings is all about (and maybe even hoping Managed Print is something your company could benefit from). If that’s the case, we’ll give you a general overview of what Managed Print providers offer their customers, and how implementing a Managed Print strategy can help your organization save time, money and resources. 

What Are Managed Print Services?

Managed Print is a set of services that, by integrating printers and similar devices with customizable software, helps companies of nearly any size manage their print behavior by reducing paper and toner usage (and, by extension, become more “green”) and optimizing workflows throughout the organization.

Managed Print leverages the expertise of a managed services provider who’ll first discuss the company’s business and how work flows through the company to get a clear picture of where bottlenecks might be and where improvements could be made. Once these are determined, the service provider will take a close look at the customer’s current print output equipment (printers and multifunction devices) to understand how the team uses that equipment, how its printer supplies are stocked, and the expected lifespan of each piece of equipment.

With a solid understanding of equipment and supplies, the Managed Print provider can:

  • Identify equipment that’s redundant, underused and overused. If there’s equipment being underused, often that equipment can be eliminated without negative effect on workflows, saving budget dollars committed to that equipment

  • Implement rules and processes into the print systems that can dramatically reduce costs in multiple ways, such as:

    • By limiting the ability to print color copies unless certain criteria are met
    • By requiring duplex (double-sided) printing unless otherwise specified
    • By routing jobs to the most budget-friendly device rather than the closest or a “preferred” printer
    • By eliminating the need for printing by turning some documents into electronic-only versions that are available online
    • By requiring that the employee who hits “print” actually goes to the printer and confirm the print, reducing the number of un-retrieved (wasted) documents

A good Managed Print strategy will also put the expertise of its technical support team to work for its customers, ensuring that each employee is trained on how to use the printers most efficiently. This training can lead to reduced costs by ensuring people are using the right devices for the right jobs – not, for example, using a multifunction device or production printer for simple Word documents. These same support people can help reduce toner waste, too, by telling the system to initiate a replacement request only when the toner is at 5% capacity, not 25% capacity, which is when many companies put new toner cartridges in. 

In a nutshell, Managed Print services through an experienced provider give organizations confidence that their energy, paper and toner costs are minimized, that their equipment is being used appropriately, and that they have only the equipment they need to ensure optimized workflows – no more, no less.

Does managing print behavior sound like something that would benefit your business? Don’t hesitate to reach out to the Gordon Flesch Company for a free evaluation of your business and its needs – that’s what we’re here for!

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Written by Mark Flesch

Mark joined the Gordon Flesch Company in 2008, rising from Account Executive to Vice President of Sales, Eastern Region. Today, he is Chief Operating Officer of the Gordon Flesch Company.

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