As many organizations struggle to effectively cut costs and increase efficiencies, one area often overlooked is printers. With toner and paper costing so much, it’s easy for the expenses to get out of control without proper oversight. The good news is that managed print services can help. By outsourcing break-fix, supply fulfillment and device monitoring to a trusted MPS provider, organizations can take back control of their printing managed printing services processes and bolster productivity at the same time.
The benefits of managed print services are numerous and far-reaching, helping organizations to save money both in the short term and long run. By shifting from a capital expenditure model to an operational expense (OpEx) model, businesses are freeing up cash flow to better invest in other areas of their business. By allowing costs to be spread over time, this helps organizations to become more financially stable and can make them more competitive in the marketplace.
By eliminating wasteful spending and implementing more intentional printing processes, managed print services can help to reduce operating costs for organizations of all sizes. For example, by using ENERGY STAR certified devices and implementing automated toner replenishment, companies can help to save on energy consumption, which is another major source of printing expenses. In addition, newer printers and multifunction devices are also typically more energy efficient than older ones, saving additional costs on electricity and maintenance.
The majority of MPS providers offer device monitoring, which can help to keep machines up and running more consistently. This reduces the amount of downtime that is caused by unscheduled outages, which can result in lost productivity. Additionally, most providers will include service in their monthly cost and can take on the responsibility of coordinating and scheduling technicians to repair or replace machines as needed. This can significantly reduce the time and costs associated with addressing these issues internally.
Finally, by taking on the responsibility of assessing the security risks in each machine and deploying security measures where necessary, managed print services can help to safeguard businesses from cyberattacks that can be initiated through a number of different methods. These include everything from the common hacking attacks that target unsecure printers, to more sophisticated attacks that can be launched via an organization’s network, resulting in sensitive documents and information ending up in the wrong hands. By installing security features such as swiping to print technology and authorization for document release, companies can significantly improve their overall security profile.
While it is possible for companies to try to optimize each of these cost categories by themselves, it is far more effective to leverage the holistic approach of managed print services. By analyzing a company’s current fleet, comparing that against their total print-hardware needs and internal business structure, an MPS provider can provide the insights that can help to save on overall printing costs.