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What is Managed Print Services? Using MPS for Your Business

Written on 10.05.24

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What Is Managed Print Services and Why Use Managed Print Services For Your Business?

Managing printing activities can be complex and costly for many organisations, due to the high number of documents and data they print. Managed Print Services (MPS) offer an efficient solution to this challenge and have become an integral part of any businesses successfully controlling costs and maintaining productivity. By using the right MPS, companies can streamline their printing operations, reduce waste, and enhance their document security. In turn, this improves efficiency, productivity and security.

 

What are Managed Print Services?

Managed Print Services (MPS) are services from external providers, aiming to optimise and manage a company’s document output. The process involves assessing the current printing setup, suggesting equipment to optimise the experience, and delivering ongoing support and maintenance. Overall, MPS help to lower printing costs, increase workflow efficiency, and ensure smooth and hassle-free printing for businesses.

 

Benefits of Managed Print Services

Managed Print Services (MPS) offer a range of benefits for businesses of all sizes. While the specific features may vary among providers, they generally provide a comprehensive solution to manage and optimise the printing environment. This results in cost savings, enhanced productivity, and improved sustainability for organisations.

Saves time and reduces costs

A sporadic approach to managing your organisation’s print setup can result in inefficiencies across various areas. However, Managed Print Services offer a solution by saving businesses time and money. They streamline printing processes and optimise resource allocation, meaning businesses no longer have to assign internal resources to printing tasks and employee time is freed up for more vital work.

Increased efficiency

MPS enhance printing workflow and ensures smooth printing in a number of ways. They optimise device placement, automate tasks, and reduce time spent on print-related issues through proactive maintenance and monitoring.

Inventory checks are a thing of the past with automated supply management You’ll also be able to access analytics reports, allowing you to make data-driven decisions to further improve efficiency.

Enhanced security

MPS ensure document security through secure printing and adherence to regulations. Advanced security measures will be implemented to safeguard sensitive data, always prioritising confidentiality. This could involve printer sign-in procedures, user authentication, and encrypted connections.

MPS help businesses comply with industry regulations like GDPR and HIPAA by upholding strict security protocols and offering audit trails for print activities.

Reduces environmental footprint

Managed Print Services advocate sustainability by adopting practices that reduce paper waste, like duplex printing and electronic document management. 

Through optimised workflows and fostering responsible printing habits, MPS diminishes resource consumption and the carbon footprint linked to printing activities. MPS providers also utilise energy-efficient devices, consuming less power, lowering energy expenses, and decreasing greenhouse gas emissions.

 

How Managed Print Services work

Managed Print Services offer tailored photocopier and printer services that encompass general maintenance, toner cartridge and parts ordering, preventative maintenance, engineer call bookings, meter readings, and other print management needs specific to your business. 

These services function by evaluating your company’s existing printing setup, suggesting the appropriate mix of printers and copiers, and delivering ongoing management and support. This involves monitoring usage, automating supply replenishment, conducting regular maintenance, and providing reporting and optimization insights to guarantee efficient and cost-effective printing operations for businesses.

 

What does a Managed Print Service include?

Device management

Managed Print Services oversee and maintain the devices used for printing products. Device management involves supervising and upkeeping the printers, copiers, and multifunction devices within a business, ensuring optimal performance and efficiency.

MPS providers monitor device performance, track usage, and handle tasks like software updates, issue troubleshooting, and regular maintenance to minimise downtime. They also optimise device settings to reduce energy consumption and enhance productivity, enabling businesses to concentrate on core operations while ensuring smooth printing infrastructure operation. Additionally, MPS can assist in determining whether copiers or printers are needed for specific requirements.

Toner replacement

Managed print services offer the convenience of a routine schedule for toner replacement. Through an automated process, printers and copiers are monitored to track toner levels. When levels run low, the MPS provider automatically ships replacement toner cartridges, ensuring uninterrupted printing. 

This proactive approach eliminates the hassle of manual tracking and ordering of supplies, guaranteeing that businesses always have the required supplies for their printing needs.

Print reporting

Print reporting entails gathering and analysing data on printing activities within a business. This includes monitoring print volumes, identifying usage patterns, tracking device performance, and assessing costs related to printing. 

The reports generated offer insights into printing expenses, efficiency levels, and areas for improvement, enabling businesses to make informed decisions to enhance their printing environment and cut costs.

Maintenance and support

Maintenance and support within Managed Print Services are essential for ensuring the smooth and efficient operation of a business’s printing environment. 

This includes proactive maintenance to maintain devices at peak performance and promptly address any technical issues that may arise. By offering proactive maintenance, MPS providers mitigate potential problems, thus enabling businesses to uphold a consistent and dependable printing infrastructure.

Through these comprehensive maintenance and support services, businesses can redirect their focus towards core operations, knowing that their printing needs are well-managed and reliable.

Security measures

Security measures within Managed Print Services are paramount for safeguarding sensitive data and mitigating potential threats. MPS providers employ advanced security protocols, including user authentication, encrypted connections, and secure print release, to restrict access to confidential documents solely to authorised users, thereby enhancing data protection and confidentiality.

 

How Managed Print Services reduce costs

Managed Print Services boast various cost-saving advantages for businesses through streamlined printing processes and expenditure reduction. 

By assessing the existing printing environment, MPS providers identify inefficiencies and propose bespoke, cost-effective solutions. Through consolidated billing, volume-based pricing, and proactive resource management, MPS effectively manages and diminishes printing costs. 

Furthermore, transitioning from individual device maintenance to an automated, cloud-based system results in significant savings over time. While the initial expense of acquiring a fleet of devices may seem daunting, Managed Print Services often provide flexible payment alternatives, facilitating cost management for businesses.

 

Who Should Consider Using Print Managed Services?

Managed Print Services cater to businesses of all sizes that depend on printing in their daily operations. Whether aiming to streamline printing infrastructure, lower operational costs, or enhance workflow management, businesses can benefit from utilising managed print services to meet their needs.

Small and medium-sized businesses (SMBs)

Small and medium-sized businesses can unlock a world of possibilities with Managed Print Services, tapping into cutting-edge printing technologies and expert guidance without worrying about large initial investments.

Large enterprises with complex printing needs

For large enterprises grappling with intricate printing demands, the path to streamlined operations, cost savings, and heightened efficiency lies in tailored Managed Print Services solutions.

Organisations looking to streamline operations and reduce costs

For organisations aiming to increase document security, stay in step with regulations, and champion eco-friendly printing, Managed Print Services are a great way to ensure positive transformation and success.

Requirements for implementing managed print services

Implementing Managed Print Services involves several key steps for businesses:

  • Assess their current printing setup, including device types, volume, and costs
  • Be dedicated to streamlining workflows and embracing new technologies
  • Choose a reliable MPS provider with expertise in managing printing solutions
  • Have clear objectives and a willingness to adapt to new processes 

These steps will ensure a smooth transition to MPS, maximising benefits for the organisation.

 

Choosing the right managed print services provider

Choosing the ideal managed print services provider is a pivotal decision for businesses aiming to enhance their printing setup. 

This entails conducting thorough research to evaluate the provider’s experience, expertise, and range of services. Factors like the provider’s track record, industry standing, and client feedback should be carefully considered to determine their reliability and compatibility with your business’s needs.

Factors to consider when choosing a MPS provider

When it comes to choosing an MPS provider, delve into their track record and expertise in handling printing setups akin to yours. Explore their array of services and whether they can scale up to match your business’s unique requirements.

Key requirements:

  • Experience and expertise: Look for a provider with a proven track record and extensive experience in managing printing environments similar to yours.
  • Service offerings: Assess the range of services offered by the provider, including assessment, device management, maintenance, support, and reporting, to ensure they meet your business requirements.
  • Scalability: Choose a provider that can scale their services according to your business’s changing needs, whether you’re a small startup or a large enterprise.
  • Customised solutions: Look for a provider that offers flexible and customisable solutions tailored to your specific business needs and objectives.
  • Customer support: Consider the provider’s responsiveness, availability, and quality of customer support to ensure prompt assistance and resolution of any issues.
  • Technology and innovation: Evaluate the provider’s commitment to staying updated with the latest printing technologies and innovations to ensure you benefit from cutting-edge solutions.
  • Cost and pricing: Understand the provider’s pricing structure, including any upfront costs, ongoing fees, and potential savings, to ensure it aligns with your budget and provides value for money.
  • Security: Ensure the provider implements robust security measures to protect your sensitive data and comply with industry regulations.

 

Why choose Aurora Print for your Managed Print Services?

With over a decade of experience, Aurora Print brings unparalleled expertise in managing printing environments of all sizes and complexities. Our comprehensive solutions cover everything from assessment and device management to proactive maintenance and support, ensuring a tailored approach to meet your business needs. We take a customer-centric approach, prioritising satisfaction and striving to exceed expectations through responsive support, customised solutions, and transparent communication.

Staying at the forefront of innovation, we keep ahead of the curve with the latest printing technologies, guaranteeing you access to the most efficient and cost-effective solutions. Security is paramount, and we prioritise the protection of your sensitive data, ensuring compliance with industry regulations through robust security measures and best practices. By optimising print workflows and implementing cost-saving strategies, we help you reduce printing costs and enhance operational efficiency.

Environmental responsibility is fundamental to our ethos, as we promote eco-friendly printing practices to minimise waste and carbon footprint, contributing to a more sustainable business operation. With a proven track record demonstrated by satisfied clients and successful case studies, Aurora Print is committed to delivering tangible results and driving business success.

 

The Bottom Line

Managed Print Services offer businesses a comprehensive solution to streamline printing processes, enhance security, reduce costs, and promote sustainability. 

Aurora Print stands out as a leading provider in this industry, boasting over a decade of experience and unmatched expertise in managing printing environments of all sizes and complexities. For businesses seeking to optimise their printing infrastructure and drive success,there’s no better choice than partnering with Aurora Print for Managed Print Services. Take the first step towards enhancing your printing environment and unlocking the benefits of MPS by contacting us today.