Managed print partners offer a transformative solution for businesses aiming to reduce costs and enhance productivity. By focusing on optimizing the entire document process, managed print services (MPS) provide more than just printer management. Here’s a concise overview of why businesses are turning to managed print partners:
- Cost Savings: Lowered printing and maintenance expenses.
- Productivity Gains: Enhanced efficiency through automated supply restocking.
- Optimized Operations: Improved document management for seamless workflows.
These services empower businesses to control print expenses while allowing more time for essential tasks. For office managers dealing with outdated systems and high maintenance costs, collaborating with a managed print partner can lead to a more efficient and productive office environment.
Understanding Managed Print Services
Managed Print Services (MPS) are all about streamlining printing and making it more efficient. Imagine having fewer printer breakdowns and always having the right supplies on hand without lifting a finger. That’s what MPS can do for your business.
A key part of MPS is document management. This involves keeping track of how documents are printed, stored, and accessed. With MPS, you can digitize information, making it easier for employees to find what they need. This not only saves time but also reduces the clutter of paper files in the office.
Optimization is another big benefit of MPS. By analyzing your current printing habits, MPS providers can suggest ways to use your printers more effectively. This might mean consolidating devices, automating supply orders, or even finding digital alternatives to reduce the need for printing altogether.
For instance, the National Bank of Bahrain used Xerox’s managed print solutions to optimize its print management, resulting in more efficient operations. Such real-world examples highlight the potential for MPS to transform how businesses handle their document workflows.
Overall, MPS helps businesses make smarter decisions about their printing needs, leading to cost savings, better security, and a more sustainable approach to document management.
Benefits of Partnering with Managed Print Services
Partnering with a managed print services (MPS) provider can bring substantial benefits to your business. Here’s how:
Cost Reduction
One of the primary advantages of MPS is cost reduction. By optimizing your printing infrastructure, an MPS provider can help you cut unnecessary expenses. This includes reducing paper and ink waste, consolidating devices, and automating supply replenishment. For example, when the National Bank of Bahrain partnered with Xerox, they optimized their print management, leading to significant savings.
Jeremy Huson, Co-Founder of Print Partner, highlights the importance of understanding your printing costs: “Few companies have answers, and the bigger the organization, the bigger the problem. But what if you could know?” This insight into your printing expenses can lead to more informed business decisions.
Process Improvement
MPS doesn’t just save money; it also improves processes. With MPS, you can streamline document workflows, making them more efficient. This involves digitizing documents, which makes them easier to store and access. Employees spend less time searching for files and more time on important tasks.
Automating routine tasks, such as ordering supplies and scheduling maintenance, frees up your team to focus on core business activities. By partnering with an MPS provider, your business gains access to tools and expertise that improve productivity and efficiency.
Improved Protection
Security is a growing concern for businesses, and MPS can provide improved protection for your documents and data. Printers are often overlooked as potential security risks. However, with MPS, you can ensure that every printer complies with security policies through automated monitoring and remediation.
Xerox, for instance, uses integrated print security technologies from Trellix and Cisco to automate responses to cyber threats. This proactive approach helps protect your business from evolving security threats, ensuring that sensitive information remains secure.
In conclusion, partnering with a managed print service provider can lead to reduced costs, improved processes, and improved security. These benefits make MPS an attractive solution for businesses looking to optimize their printing operations.
How to Choose the Right Managed Print Partner
Choosing the right managed print partner is crucial to maximizing the benefits of Managed Print Services (MPS). Here’s a simple guide to help you make the best choice by focusing on five key areas: assessment, design, implementation, management, and optimization.
Assessment
Start with a thorough assessment of your current printing environment. A good managed print partner will evaluate your existing devices, usage patterns, and costs. This step is vital for identifying inefficiencies and setting a baseline for improvement.
Example: A comprehensive assessment can include the number of devices and types running, helping to manage costs effectively.
Design
Once the assessment is complete, the next step is design. Your partner should work with your IT team to develop a plan that aligns with your business goals. This includes setting short and long-term objectives, such as improving service levels and reducing costs.
Tip: Look for a partner who can tailor solutions to your specific needs, ensuring a customized approach.
Implementation
Implementation involves deploying the necessary software and establishing procedures for managing your print environment. This step may include setting up automated alerts for consumables and defining clear processes for requesting service.
Fact: Automating these processes can significantly reduce the burden on your IT staff, allowing them to focus on more strategic tasks.
Management
Effective management is the backbone of a successful MPS program. The right partner will provide ongoing support, including troubleshooting, repair, and usage monitoring. They should also offer tools to automate supply tracking and ordering.
Quote: “Managing your printers and supplies can reduce your overall printing costs by up to 30%,” notes IDC.
Optimization
Finally, optimization is about continuous improvement. Your partner should conduct regular business reviews and provide insights into which devices to keep, reposition, or replace. This ensures your print environment remains efficient and cost-effective.
Stat: Gartner suggests that the optimal employee-to-printer ratio is 10:1, compared to the average of 4:1 in most offices.
By focusing on these five areas, you can choose a managed print partner that aligns with your business objectives and helps you achieve maximum efficiency and cost savings.
Frequently Asked Questions about Managed Print Partners
What is a managed print service provider?
A managed print service provider is a company that helps businesses understand, optimize, and manage their printing needs. They assess your current printing setup, identify areas for improvement, and implement solutions to streamline operations. By partnering with a managed print service provider, organizations can gain insights into their printing habits, reduce waste, and save money.
For example, a provider might analyze your printer usage to determine which devices are overused or underused. This analysis helps in making informed decisions about equipment placement and usage, leading to better asset utilization.
What does a print management company do?
A print management company offers customized solutions to meet the unique needs of each business. They handle everything from branding to organizing events that promote efficient printing practices. These companies ensure that your print infrastructure runs smoothly and securely, providing tools and strategies to protect your documents and data.
They also manage your printer fleet, ensuring that all devices are functioning correctly and efficiently. This includes regular maintenance, repairs, and the automation of supply replenishment.
Quote: “Print Partner has been a fantastic partner to our organization,” says Kevin Hughes, highlighting the value of attentive and customized service. 
What is an MPS vendor?
An MPS vendor specializes in offering a consolidated and unified program for managing your print environment. They provide not just the equipment but also the services needed to ensure everything works seamlessly. This includes managing print servers, driver updates, and queue management.
By consolidating these services, an MPS vendor simplifies the printing process and reduces the complexity of managing multiple devices. This unified approach means businesses can focus more on their core activities while the vendor handles the details of the print environment.
Tip: When evaluating MPS vendors, look for those with proven industry recognition and a track record of delivering comprehensive solutions. This ensures you are partnering with a reliable provider who can adapt to your growing needs.
Conclusion
Choosing the right partner for your printing needs can make a big difference. At Advanced Business Solutions, we focus on making your printing experience as smooth and cost-effective as possible. Our flexible leasing options allow you to get the equipment you need without the long-term commitment. This means you can adjust your printing setup as your business grows or changes, without being tied down.
One of the standout features we offer is automatic supply restocking. Never worry about running out of toner or paper again. Our system ensures that your supplies are always replenished, so you can focus on what matters most—running your business.
With locations across Florida and the Southeast USA, including St. Augustine, Jacksonville, Orlando, and Gainesville, we are well-positioned to support your needs. Our comprehensive IT solutions and managed print services are designed to improve productivity and protect your data, giving you peace of mind.
For more information on how we can support your business, visit our Xerox Managed Print Services page. Let’s work together to optimize your print environment and help your business thrive.
