What Are the Benefits of Managed Print Services?

In the quest for smoother operations, organizations constantly reassess various aspects of their business. Amid discussions of cost-cutting and efficiency, there is one often overlooked culprit affecting your budget — your printers. 

Toner costs, frequent replacements, and unexpected breakdowns can quietly contribute to growing expenses over time. Managed Print Services (MPS) steps in as a solution gaining popularity across industries, and businesses of all sizes are turning to MPS to optimize resources, save time, and cut costs. 

Whether you're new to MPS or just considering its merits, this article serves as your guide to understanding the many benefits that Managed Print Services can bring to your business.

Understanding Managed Print Services

Managed Print Services (MPS) is a comprehensive approach to overseeing your printing infrastructure. From optimizing printer usage to providing preventive maintenance, MPS is designed to take the burden off your shoulders, allowing you to focus on your core business activities.

The Role of an MPS Partner

An MPS partner acts as an outsourced print service provider, assuming responsibility for various aspects of your printing infrastructure. Their role includes:

• Assessing your current printer fleet
• Offering recommendations for enhancing operational efficiency
• Actively monitoring ongoing printing requirements

Beyond troubleshooting, they contribute to formulating an effective print strategy, aiming for streamlined processes and cost and time savings.

How Managed Print Works

MPS begins with a thorough assessment of your current printing environment. This includes evaluating the number and types of devices, monitoring usage patterns, and identifying areas for improvement. Once the evaluation is complete, your MPS provider will implement a customized strategy designed to streamline your print environment and reduce costs.

The Key Benefits of Managed Print Services 

• Cost Reduction

One of the primary benefits of MPS is the potential for significant cost savings. By consolidating your printing resources, eliminating redundant devices, and implementing cost-effective printing practices, you can see a noticeable reduction in your overall printing expenses. 

• Increased Efficiency

MPS plays a significant role in increasing efficiency within organizations. Leveraging various technologies, MPS providers simplify printing processes and optimize the printer fleet to enhance overall productivity. By implementing automated workflows and document management solutions, businesses can reduce printing times and achieve smoother printing operations. 

• Right-Sizing Your Printer Fleet

MPS allows you to right-size your printer fleet for optimal efficiency. MPS providers periodically assess your print environment to ensure it aligns with your needs and determine the optimal size for your print fleet. Unnecessary costs are eradicated as outdated devices are replaced with the most efficient and updated equipment. This meticulous process involves consolidating devices, eliminating redundancies, and carefully selecting devices that precisely match your business requirements. 

• Greater Control

Beyond optimizing your printer fleet, MPS introduces additional controls to reduce printing costs and monitor usage. Leveraging print management software like uniFlow or Papercut, companies can track usage, access advanced reporting, reroute print jobs, print from mobile, and release print jobs securely. 

• Improved Productivity

Unexpected printer issues cause avoidable downtime, which results in a loss in productivity and increased labor costs for your business. MPS automates time-consuming tasks such as maintenance, supply ordering, and troubleshooting, allowing your staff to focus on more critical tasks. 

• Enhanced Security

Managed print providers can implement print security solutions to protect your confidential data. By incorporating features like secure printing, authentication, and data encryption, MPS helps protect your sensitive data and documents from unauthorized access and breaches.

• Environmental Sustainability

In an era where sustainability is becoming increasingly important to many businesses, MPS can contribute to your corporate responsibility goals. By optimizing your print environment, reducing paper waste, and implementing energy-efficient devices, your MPS provider can help you achieve more eco-friendly processes while saving you money.

Your MPS provider can also enroll your business in platforms like PrintReleaf, ​​where your paper consumption is automatically converted into newly planted trees for global reforestation projects.

• Access to Real-Time Reporting and Tracking

MPS providers can grant access to real-time reporting and tracking of your print output, usage patterns, and costs. For example, Cobb offers our MPS clients real-time visibility with Myprintermanager.com, a 24/7 customer portal providing insight into device status, current supply levels, device utilization, and service alerts. Users can also track their supply shipments in transit.

• Proactive Maintenance and Support

Whether it's providing routine maintenance, troubleshooting, or guidance on streamlining your printing processes, MPS providers can bring a wealth of experience and expertise to ensure your printing operations run seamlessly.

Some MPS providers offer preventive maintenance to ensure regular servicing and optimization for peak performance, minimized disruptions, and extended equipment lifespans. As an MPS provider, Cobb utilizes predictive technologies to monitor equipment remotely and diagnose problems before they arise. This allows us to order parts and dispatch service proactively to eliminate downtime. 

Conclusion: Transforming Your Business Landscape

In a world where businesses strive for a competitive edge, Managed Print Services emerge not just as a necessity but as a strategic investment. By partnering with an experienced MPS provider, you are not merely managing your print environment; you are transforming the way your business operates.

So, why does your business need Managed Print? The answer lies in the future—a future where your printing infrastructure aligns seamlessly with your business goals, propelling you toward success.

To delve deeper into MPS and explore how it can revolutionize your business, visit our Managed and Automated Printer Services page.