In today's fast-paced business environment, organisations are constantly seeking ways to streamline operations and cut costs. While many companies focus on digital transformation and workflow automation, one often overlooked area for optimisation is the print environment.
Managed Print Services (MPS) not only provide immediate savings and efficiency improvements but also deliver a range of unseen benefits that can significantly enhance your business operations. In this blog, we'll explore these hidden advantages and how they contribute to a more secure, sustainable, and productive workplace.
Before we discuss the benefits of managed print services, let’s give you a brief overview of what it consists of.
What Is Managed Print Services (MPS)?
Managed Print Services (MPS) refers to a comprehensive solution for managing and optimising an organisation's printing needs. This solution typically includes managing all print devices, such as printers, copiers, and scanners, as well as supplying toner.
As a leading managed print service provider, we'll assess your organisation's current printing infrastructure, recommend improvements, implement those changes, and then continuously monitor and manage the print environment to ensure efficiency and cost-effectiveness.
The Benefits of Managed Print Services
Cost Savings: MPS can significantly reduce printing costs by optimising the number of devices, reducing waste, and controlling usage. The cost savings typically come from better resource management, reduced energy consumption, and reducing the waste of consumables such as toner and paper supplies.
Increased Efficiency: It also helps improve workflow efficiency by streamlining the print environment. Users spend less time dealing with print-related issues, and the organisation benefits from reduced downtime and faster document processing.
Enhanced Security: An MPS provider, like Insight Systems, can implement security measures to protect sensitive information. This includes secure printing solutions, user authentication, and regular audits to ensure compliance with data protection regulations related to your printing devices.
Environmental Benefits: MPS optimises the print environment to reduce waste and promote sustainability. This can help organisations reduce their carbon footprint and meet environmental goals. Furthermore, at Insight Systems, we have an eco-conscious team who are able to advise on the best processes to reduce your carbon footprint relating to print, from the innovative Epson heat-free printers, to document management software and more.
Expert Support: Expert support includes regular maintenance, troubleshooting, and training. This ensures that the print environment runs smoothly and that any issues are quickly resolved. If you’re wondering ‘What does a managed print service do’ or ‘How much does it cost’, read on below for more information.
What Does a Managed Print Service Do?
A managed print service is designed to reduce paper waste, streamline business operations, and cut costs. It is not a one-time service but an ongoing partnership to consistently improve operations company-wide. We follow a systematic approach to improve an organisation's print environment. Here's how we do it:
Assessment and Analysis: We begin by thoroughly assessing your current printing environment, including device usage, operational costs, and document workflows. This helps identify inefficiencies, overuse of resources, or security vulnerabilities.
Optimisation: Based on the assessment, we will suggest ways to optimise the print environment. This may involve consolidating the number of devices, upgrading to more efficient printers, or deploying software solutions that track and manage print jobs.
Implementation: After agreeing on a strategy, we implement the recommended changes. This could involve installing new hardware, updating software, or restructuring how printing is managed within the organisation.
Ongoing Management: Our service doesn't stop at implementation. We continuously monitor the print environment, manage supplies, and provide maintenance. We also offer user support and training to ensure everyone in the organisation can effectively use the new system.
Security and Compliance: MPS also addresses print-related security concerns, ensuring that sensitive documents are protected and helping organisations comply with relevant regulations (particularly important for industries such as the Finance, Legal and Insurance sectors).
If you’re facing challenges with your existing print environment, request a free print audit from us. We’d be more than happy to discuss our findings and recommendations to enhance your workspace.
How Much Does Managed Print Services Cost?
The cost of a managed print service can vary depending on several factors, including:
Size of your organisation: Larger organisations with more complex print environments will typically require a more bespoke solution than smaller businesses due to the high volume of printers and copiers.
Scope of services: More comprehensive services will include the number of devices managed, the level of security required and the complexity of the print environment.
Type of equipment: The cost also depends on the type and number of devices being managed. Our range of printers includes high-end multifunction printers (MFPs) and energy-efficient printers that are designed to reduce your carbon footprint and promote a more sustainable environment while keeping costs to a minimum.
The cost of managed print services is often offset by the savings achieved through optimisation, making MPS a cost-effective solution for many businesses.
Conclusion
Managed print services offer a strategic way to manage and optimise an organisation's printing environment, providing numerous benefits such as cost savings, increased efficiency, enhanced security, and environmental sustainability. While the cost of MPS can vary depending on several factors, the return on investment through improved operations and reduced expenses often makes it a worthwhile consideration for businesses of all sizes.
Contact our team today to discuss your specific requirements and see the difference Insight Systems can make to your business! Our free print audit provides a clearer picture of how your print environment can be optimised while cutting costs, increasing productivity and streamlining operations.
