What is Print Management? 7 Answers to Top Questions

Managed Print Service (MPS) involves a lot more than just fixing copy machines and managing your toner and paper supplies. MPS is a strategic advantage for most businesses that helps them cut costs, streamline processes, improve security and provide better service to employees and customers.

However, not all Managed Print Services are the same. Printer management providers are constantly evolving to meet the needs of a fast-changing marketplace. So, what is print management? Here, we’ll cover the definition of print management, reasons why implementing a Managed Print strategy can help your organization save time, money and resources, and answer these important questions.

1. What is Managed Print?
2. How Does Managed Print Work?
3. How Does Managed Print Improve Business Operations?
4. Does Managed Print Improve Security?
5. Does a Managed Print Provider Offer Training?
6. Will Managed Print Free Up My IT Team?
7. What Kind of Businesses Benefit From Managed Print? 

1. What Is Managed Print?

Managed Print is a set of services that addresses issues related to printing to improve workflows. By integrating printers and similar devices with customizable print management software, organizations of all sizes benefit from reduced toner and paper usage to support green initiatives. Plus, remote monitoring and proactive issue resolution reduce downtime and increase efficiencies. With a proper Managed Print solution, printing costs can be reduced by up to 30%.

2. How Does Managed Print Work?

Managed Print leverages the expertise of a managed services provider who’ll first assess your company’s printing environment and workflows 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 your current print output equipment (printers and multifunction devices) to understand how your team uses that equipment, how its printer supplies are stocked, and the expected lifespan of each piece of equipment.

After the assessment, your managed print provider will develop a roadmap for the future with regular updates so your printing needs align with your goals. You’ll have access to tools and analytics that will allow you to continuously monitor your print fleet and be proactive instead of reactive.

3. How Does Managed Print Improve Business Operations?

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

• Identify equipment that’s redundant, underused and overused. Often, underused equipment can be eliminated without any negative effect on workflows, saving budget dollars committed to that equipment.
  
• Provide consistent billing without surprises or unexpected repairs — a Managed Print program wraps everything into an easy, all-in-one monthly billing cycle.
  
• Implement rules and processes into the print systems that can dramatically reduce costs in multiple ways, such as:
  • Limiting the ability to print color copies unless certain criteria are met
  • Requiring duplex (double-sided) printing unless otherwise specified
  • Routing print jobs to the most budget-friendly device rather than the closest or a “preferred” printer
  • Eliminating the need for printing by turning some documents into electronic-only versions that are available online
  • Requiring that the employee who hits “print” actually goes to the printer and confirms the print job, reducing the number of un-retrieved (wasted) documents

4. Does Managed Print Improve Security?

Today’s printers and multifunction devices are highly sophisticated devices that connect to a company’s IT network. As such, they could be exposed to the same security vulnerabilities as computers and servers.

But the reality is that print devices are exposed to security threats beyond those just posed by hackers. A print breach could be anything from confidential information lying around in printer trays waiting to be collected, to unauthorized access of documents stored on your network or in the cloud.

A Managed Print provider will take care of issues like patching and updating the security on your printer networks, and eliminate back doors for hackers. Protocols like changing print network passwords, issuing PIN numbers and badge readers, and other measures help secure printers from external and internal security breaches.

For example, one healthcare company needed multifunction machines that could print high volumes of patient information while ensuring that the documents printed could not be retrieved by unauthorized persons visiting the medical clinics. A multifunction printer with secure features like lockable trays to protect confidential patient information was installed.

5. Does a Managed Print Provider Offer Training?

A good Managed Print provider will 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.

6. Will Managed Print Free Up My IT Team?

Managed Print services can help save money by consolidating machines, creating efficiencies, and reducing wasted paper and toner. One of the biggest advantages, however, is how Managed Print reduces the burden placed on already busy IT staff.

Businesses are increasingly dependent on IT departments to stay on the leading edge of technology and stay one step ahead of cybercriminals. Asking them to deal with paper jams or printer error codes isn’t just costly from a labor standpoint; it also draws their attention away from more mission critical functions.

7. What Kind of Businesses Benefit From Managed Print Services?

While Managed Print services are most beneficial for document-intensive organizations, the benefits can be seen in any industry. From small businesses to enterprises, educational institutions to law firms, a tailored solution can give you greater efficiency, cost savings and workflow optimization.

Are you wondering whether Managed Print would benefit your business? It’s easy (and free) to request a Managed Print evaluation and needs assessment. Reach out to the team at Gordon Flesch Company today!