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What is a Managed Print Services (MPS) provider?

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With MPS providers, your printing fleet is optimized by comprehensively streamlining your printers, copiers, fax machines, and networks.

Managed print service providers allow you to better manage your printing infrastructure by reducing printing costs and optimizing all print-related assets.  Managed print service providers can be associated with the printer manufacturer or work independently.

With MPS providers, you can reduce costs, improve efficiency, and improve security within your printer fleet. A large print fleet can also be managed and maintained more efficiently when an MPS is implemented. The MPS provider can reduce an organization’s printing costs and maximize productivity.

How does a Managed Print Service work?

The first step in any managed print solution is to perform a print audit to determine an organization’s current printing costs and usage. Their assessment leads to a customized plan that addresses the organization’s specific printing needs, including upgrading equipment, consolidating printers, and implementing cost-saving measures.

Managed print programs provide a variety of services but generally cover these three areas:

  • In-depth evaluation – Evaluation of an organization’s existing print environment to provide recommendations.
  • Enhancement – Defining print-related processes and consolidating devices to create a complete MPS strategy.
  • Monitoring – Continuous improvement is achieved through regular business reviews, service level agreements (SLAs), monitoring, and remote device management.

Managed Print Service agreements can include the following:

  • Proactive management approach

    This helps identify potential maintenance issues before they become a problem and areas where printer usage could be optimized. This proactive approach helps to reduce downtime and maximize printer efficiency.

  • Analyzing the performance of the fleet of printers

    This analysis can help identify areas where printers are underutilized and overworked printers that need to be replaced. Additionally, analyzing the performance of the fleet of printers can help to identify printers that are performing poorly and need to be repaired or replaced.

  • Device repair for multifunction copiers and printers

    This can lead to cost savings for the company by reducing the need for new purchases and avoiding unnecessary repairs. Additionally, regular maintenance and repairs can help to ensure the printers are always running efficiently.

  • Automatic replenishment of ink cartridges, paper, and ink supplies

    This can prevent delays or stoppages due to a lack of supplies. It can also help to lower overall costs by ensuring that only necessary supplies are ordered.

  • Keeping up to date with printing devices.

    This can help to ensure that the latest features and capabilities are available to users. Training staff on how to use the equipment. This can help to ensure employees can take full advantage of the features and capabilities of the equipment.

  • Implementing network security protocols for printing devices.

    Regularly monitoring and auditing the security of the printing devices. Routine maintenance of the devices to keep them running optimally. Ensure that only authorized personnel have access to printing devices.

  • Developing waste reduction programs

    With print management programs, you can cut down on waste and improve efficiency through a quick and easy way to monitor your paper, supplies, and printing-related energy.

What should I look for in a Managed Print Service?

Messy print environments can cause frustration within businesses, and as managed print providers ourselves, we know how much they can help. There are several factors to consider when choosing an MPS provider.

These include cost, scalability, customer service, and turnaround time. Additionally, businesses should ensure that the MPS provider offers a comprehensive suite of services, from IT consulting and implementation to supplies fulfillment and maintenance.

Consider these five factors.

  1. Ensure that the managed print services provider has a good reputation and has experience in the industry.
  2. The time it takes customer service & support to resolve an incident.
  3. Investing in technology and equipment. Will they help determine your printing needs?
  4. Would they be able to tailor a price to your fleet? Consider both cost-per-page and flat-rate pricing from your potential MPS provider. More importantly, ask which would be the best solution for your organization.
  5. Do they have a replacement solution? MPS programs can provide peace of mind for your devices and offer replacements if and when they are beyond repair.

What are the benefits?

Insight into how much print costs is one of the most important benefits of managed print for end users and providers. Companies don’t know how much they spend on printing. The lack of a print strategy is a major cause of high print costs. MPS can calculate these costs and save up to 30 percent for businesses.

Benefit #1: Replacing inefficient equipment

The Managed Print Services provider can assist you in identifying underperforming machines and replacing them with more efficient ones. You can rely on MPS providers to provide the best printing devices available to meet your business needs and budget.

Benefit #2: Streamlining the delivery of supplies

MPS programs eliminate the need for toner cartridge ordering. Based on device data, the program will automatically ship toner when your machine runs low. Managed Print Services eliminate equipment downtime due to supply shortages, keeping employees productive.

Benefit #3: Make it easier to predict

By consolidating your costs (and vendors), you can maintain a consistent monthly investment. You will never have to worry about unexpected maintenance costs or unpredictable printing costs by partnering with an MPS provider.

Benefit #4: Provide employees with training on new technologies

The IT department is often focused on its regular duties. A Managed Print Services provider can assist with employee training and provide help desk support for print issues to lessen IT’s burden.

Benefit #5: Manage the printing of remote documents

With mobile printing, your employees can print remotely from off-site locations, from any device, and from anywhere, with the help of their smartphones.

MPS providers can assist you in establishing, maintaining, and providing troubleshooting support for your mobile printing environment if your company supports it.

Benefit #6: Improve print security

You may need to control access to documents and printing devices at your business to prevent any threat to confidential information. Taking advantage of MPS’s printing security software can be a huge help in hardening your devices by reducing vulnerabilities that might have been hidden in them.

Ready for a comprehensive approach to Managed Print Services?

A Managed Print Services solution can take many forms and can be tailored to suit the unique requirements of your business. Learn more about what MPS can do for your business by contacting us today!

BDS Author Logo
Written By:BDS
May 3, 2023

About BDS:

BDS is an authorized office technology provider/reseller with corporate headquarters in Marlborough, MA, and offices throughout New England and Florida. Since 1978, we have supported local customers in Massachusetts, Connecticut, Rhode Island, New Hampshire, Vermont, Maine, and Florida with copier and printing solutions.
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