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Why Managed Print Services is Worth the Extra Investment

Kelly Glaser

Office printers are a major investment. They are the lifeblood of many offices and if your printers let you down, the whole company could suffer. So, what are you willing to pay to protect that investment?

The best way to maximize and protect your print technology investment is a Managed Print Service. A lot of people think managed print only adds more complexity and new expenses to your IT budget. That's not only untrue—it's the opposite of what a managed print service does.

Now, I will admit that Managed Print Service is not for everyone. If you have a couple of printers or only print small volumes of documents, there is little benefit for your company. But if your printer fleet is an important investment, MPS will make sure that investment is safe and profitable. Before deciding to commit to a managed print service, ask yourself these important questions first:

  • Do you know the total cost of your office's printers?
  • Do you have a security system for your printers?
  • Do you know what is being printed and where?
  • Are your printers optimized for the company's size?
  • Have you conducted a print assessment in the last three years?
  • Do you have a reliable expert on your team devoted to planning and executing print-related business goals?

Did you answer “yes” to every question? Then you can probably stop reading right now. If you answered “no” to most questions? It’s okay, most companies are in the same boat.


Printers and multi-functional devices can be a drain on resources for many organizations. Running more print devices than you really need costs money, especially if the devices are out of date or frequently out of action. As many organizations have no centralized control or management of devices, it can be difficult to identify where savings might be found.

GFC’s Managed Print Program starts by being sure we have the right number of devices in place for your company. We know that too many devices can be a resource drain, so we look to lower power consumption, improve workflow potential and, of course, lower print-related operating costs.

A Managed Print provider should take an inventory of your existing devices to determine which printers may still serve your needs and those that may be inefficient or no longer fit the applications. Your specific situation will be assessed to evaluate your current device use, output and supplies, and recommendations will be made.


Once your needs are determined, best-in-class software and printer hardware is provided to optimize your current print environment, reduce frustrations and educate users on best practices for a more time- and cost-efficient organization. With remote monitoring, an experienced MPS will help identify further cost-saving measures and strategies for sustained success. This approach also ensures issues are proactively addressed to minimize potential downtime and that necessary updates are performed — saving time, money and resources. In addition to saving you money in the long run, the benefits are:

Lighten Load for IT

Outsourcing document management should lead to a significant weight being lifted from your IT department, freeing them to focus on more meaningful tasks.

Increased Security

The right MPS provider will ensure that documents and information are secured with the most effective processes possible.

Reduced Paper Use

Any reputable MPS provider should be to eliminate as much paper from your office as possible. Some providers will even develop goals for a target reduction.

Service Quality

A down device or network can cost your business a significant amount of time and money. Hire an MPS provider who ensures quality, timely servicing.

Today’s Managed Print solutions can benefit organizations of all sizes in unexpected ways. If you’d like to discover the benefits of a Managed Print program for your organization, contact us today for a no-cost, no-obligation Managed Print Needs Assessment.

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