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What Are Managed Print Services? (MPS)

15th February 2022

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To put it simply, managed print services (MPS) are services that allow you to optimise and manage your company’s document output. It’s a service that can save your business up to 30% in printing costs, and it significantly helps reduce waste and improve workflow efficiency in the office. A managed print service manages all of your devices, such as printers, copiers, scanners and multi-functional devices, so you don’t have to.

Undoubtedly, printing is an essential function in most modern businesses, and the approach you choose will ultimately influence your return on investment, productivity and workflow.

Whether you’re a small, medium or large organisation, it can be time-consuming to install and maintain a fleet of printers, copiers, and scanners. With managed print services, it works to streamline your processes in the office without adding unnecessary stress and time to your already busy work schedule. You need a solution that meets your requirements, reduces your environmental impact, and promotes productivity and efficiency.

How Does A Managed Print Service Work?

A managed print service analyses how your organisation is currently operating in terms of printing, the costs associated with your printing requirements and what can be improved to save you time and money. 

It provides complete visibility and transparency on what is working and what isn’t. There are two main factors when it comes to analysing your organisation’s printing requirements:

  1. The input level – how much data and information is going in, e.g. what is being sent to print.
  2. The output level – how much data is coming out, e.g. what is being printed.

We explore the full process in more detail below.


The Steps of a Managed Print Service

Print Audit

A print audit is an audit that is carried out to assess your existing setup. It involves analysing the print input vs print output to provide detailed and accurate information on the total costs from existing devices in the workplace. We’ll strategise the best solution moving forward to reduce costs, reduce paper waste, and maximise the return on investment from the data collected.

Insight Systems offer free print audits to help you achieve a better return on investment rather than limiting it. All you have to do is get in touch with us, and we’ll be more than happy to help. 

Consolidating Print Devices

Existing print devices will be assessed to determine their functionality and efficiency. For example, local print devices tend to be more costly than multi-functional devices, and they cannot meet the demands of busy working environments. In addition, printers that require unique ink toner cartridges are often more costly.

Consolidating print devices is an efficient way to lower costs and help identify replacement multi-functional printers designed for your environment. 

Replacing Inefficient Printers

As briefly mentioned above, we’ll work to identify underperforming printers and devices and replace the devices with efficient ones tailored to your printing needs and budget. Inefficient and underperforming print devices often drain your resources and can be more costly due to servicing and repairs.

Product Delivery & Set Up

Once a solution has been agreed upon, you’ll receive your new office equipment, and training is carried out for all employees.

MPS has many benefits, and one of them is being able to automate toner supplies. These are managed for you, so you can spend less time worrying about placing orders and counting stock and more time improving your organisation’s productivity and completing work! At Insight Systems, we monitor the device’s toner needs and automatically ship new toner cartridges when your devices are running low. It’s an intelligent way to keep costs low and the printers happy!


What Are The Benefits of Managed Print Services?

Reduces costs

Maintaining a fleet of inefficient printer devices is costlier than having an automated, managed print solution. Evaluating your printing requirements regularly is needed to cut costs but not compromise on performance or quality.

Reduces environmental footprint

It’s imperative to be mindful of the amount of paper and electricity we use in today’s world. A managed print solution can track levels of print usage, and multi-functional devices feature the latest innovative technology to make your job easier and reduce your organisation’s carbon footprint. 

At Insight Systems, we pride ourselves on providing businesses with environmentally friendly print solutions. 

Streamlined processes

The right print management solutions save energy costs and save employees time day to day. As your organisations grow and evolve, so should your processes. 

Improves cash flow

You’ll no longer be spending money on print devices that are not up to standard; instead, you’ll only pay for what you use. A managed print service is a worthwhile investment. Rather than purchasing a fleet of printers for your workspace, which can be pretty daunting, MPS offers more flexible payment options. So, you gain better performing print devices that meet your budget. 

Improves productivity

Employees have more flexibility when it comes to printing. You’ll no longer have to wait in line for your documents or lose time trying to fix printer issues. Furthermore, employees will also be able to print remotely from any location and device. 

Improves print security

All businesses need to protect documents, especially when looking after confidential data. You need a solution that reduces vulnerability and protects your data in the cloud, and MPS adds another level of security and protection – keeping your files safe and secure.

CompTIA Managed Print Accredited 

Insight Systems are active CompTIA members. The certification is awarded to organisations based on internal practices and procedures used to run a managed print business. The process validates an organisation’s commitment to meet exceptional business practices the MPS industry offers. You can learn more about the Managed Print certification here.

Insight Systems

At Insight Systems, we pride ourselves on being an extension of your team and becoming your print department without you even knowing. Not only will we offer our honest opinions, professional advice and friendly service, but Insight Systems strive to listen to your business needs and will tailor a solution just for you. Our print management approach is upfront and hassle-free to ensure that you can carry out your daily tasks with printing peace of mind. If you’re interested in learning how we can help you reduce your businesses print costs, get in touch today to speak to one of our friendly experts.


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