Managed print services (MPS) enable you to outsource all your printing needs to a professional third-party provider. Your printing fleet will always be in top condition, you’ll never run out of supplies, and you’ll have support services when you need them — but is it cost-effective for your business?
Before we can assess if managed print services are worth the cost, let’s first clarify what you gain when you outsource your printing to a professional third-party provider:
Do your printers break down at inconvenient times? Do service wait times compromise the productivity of your business?
When you outsource printing to a managed print services company, you benefit from network monitoring that ensures your print fleet is in top working condition and ready to serve your printing needs. Remote monitoring can also prevent problems in your print infrastructure before they start with alerts that inform your provider when minor issues occur. That way, professionals can address those problems before they turn into serious issues that compromise business efficiency.
Have you ever run out of paper and toner at times when you need it the most? Do your employees spend hours ordering, storing, and maintaining an inventory of printing supplies?
Managed print services use remote monitoring to track supply levels such as paper and ink cartridges. When supplies run low, your provider will receive alerts that prompt them to place orders and deliver them to your business. That way, you’ll never have to worry if you have enough equipment in stock, and there will always be supplies on hand to fulfill whatever print jobs come your way. Employees are then free to focus on activities that drive business value instead of being burdened with stocking supplies.
Do employees get frustrated when there are problems with your printer fleet? Do they spend time troubleshooting printer problems that distract them from doing their work?
The truth is that printers are just like any other machine - they need service and can break down from time to time. Managed print service providers take the frustration of equipment maintenance and failures off your hands, and automatically service your equipment so it’s always ready to serve your needs.
Estimating the total cost of managed print services takes into account several considerations, such as the size of your business and other factors that include:
The total number of printers in your entire fleet is a starting point for estimating the cost of managed print services. Many businesses are not aware of how many large print devices and desktop printers they have in their organization. By engaging the services of a managed print services provider, you can centralize the decision-making into one place. The first step is to conduct a print fleet optimization audit of existing printers, processes, and estimated usage to identify the optimal number of printers required by your business.
The total print volume required by your company is the next most important factor in determining the cost of employing a print provider. This includes the cost of both black and white and color printing, with paper sizes factoring into the total cost estimate.
Other essential factors in your MPS solution should include:
The cost per page can vary from client to client, depending on several factors that include:
Managed print services deliver first-class printing services while saving time and reducing employee burden. Talk to an expert that understands your business and can provide a print strategy that improves productivity and efficiency while reducing costs.
Managed print services may be an extra cost to your business, but did you know they can also help you find ways to save money?
Here are the top five ways that managed print services can realign your print environment to the streamlined operation it should be:
Supplies can often be over-ordered, inaccurate, insufficient, or just incorrect. Avoid this with the streamlined, on-time order fulfillment included in a managed print services plan.
Multiple devices can be a money pit, with repairs and supplies getting mixed up or misused. Managed print services include a print audit that evaluates what kind of equipment you need, and how to best use it for cost efficiency.
From password protection to encrypted data, print security is a top priority of the management team. Data breaches can often have disastrous consequences that can cost you time, money, and your valuable business reputation. Reduce the risk by working with professionals that integrate security into your print services.
Let’s be honest about this — your print environment should not take so much time from the administrative assistant staff or any employees. Give them a break and outsource it!
Get a realistic print budget you can stick to, using data from the print audit and information about what your budget goals are.
Managed print services bring benefits that can’t be measured in dollars and cents, like increased efficiency, saved time, and a reduced employee burden.
Contact Standley Systems today for a free assessment and print strategy where you’ll learn about reducing printing costs, improving digital workflows, and increasing productivity across your entire team.