Rather than guessing at your document output and printing needs, your managed service partner will identify the right mix of office equipment to meet your ACTUAL printing and output needs.
Managed Print Services in a nutshell:
You pay for a set number of prints and copies per month (and a pre-determined fee for anything over that set number) from equipment managed by your partner.
For most contracts, your partner supplies the mix of multifunction printers, printers, copiers, and/or fax machines, and software to manage and track your printing and copying. The only things you usually supply are paper and staples. Printing costs eat into your bottom line. However, they are rarely tracked so no one notices. By shedding light onto your printing costs, it allows you to improve your productivity AND your budget because you’re only printing what you need.
Your IT folks will be thankful that they no longer have to troubleshoot printing network issues or attempt to fix a copier (a copier they don’t actually have any idea how to fix or where to even start). And now you’re free – free from having to worry about maintenance contracts for devices, how much is being printed, or toner supply.
The Definition
There are a few definitions of MPS. This one from IT advisory group Gartner is one of the better ones:
Managed Print Services (MPS) are services offered by an external provider to optimize or manage a company’s document output. The main components provided are:
- Needs assessment
- Selective or general replacement of hardware
- The service, parts, and supplies needed to operate the new and/or existing hardware (including existing third-party equipment if this is required by the customer)
The provider also tracks how the printer, fax, copier, and MFP fleet is being used, the problems, and the user’s satisfaction.
Costs of Printing
You know how you feel when you have to buy new razorblades for your razor (the whole, “I do not want to pay this but I have to because I need to shave”)? It’s kind of the same thing with ink for your printers. Did you know a gallon of black ink would cost $3,330.14? Printers are relatively cheap for the same reason razors are – because you need to print (and shave) and after you buy a printer (or razor) you’ll need to keep buying the ink cartridges (and razor blades). Even toner, though not as expensive as ink cartridges, is not inexpensive. According to various studies, an estimated 50% of pages printed are never even looked at (hopefully they’re recycled).
There are actual dollar costs to print:
- Paper
- Toner cartridges
- Device repair
- Device maintenance
It’s not only the costs and physical waste of documents. Managing a print fleet takes time out of an already busy day.
You have more important things to do:
- Do you really care what brand of printer you use (quick: name two printer or copiers brands)? You just care that it works. Quick! Without peeking, what brand do you have now?
- How annoying is it to look for someone to fix your scanner, printer, copier, fax, etc.?
- How annoying is it when the copier repair man won’t fix the printer brand you have or vice versa so you have to look for someone to fix your copier AND your printer AND your scanner.
Reducing Your Print Costs
The first step in reducing your printing costs is identifying how much you print as of right now. However, without the right software, it’s impossible to track print costs and output. Your managed print service provider (we prefer to think of this as managed services “partner”) can help you with this. When you’re finished reading this, take a look in your supply closet/s. If you still have toner or ink cartridges for office equipment that you don’t even have anymore, you’re most likely spending too much.
Your partner will help identify where you’re spending across your entire organization right now.
- All pages – office or mobile – produced by employees
- All printers, including wide-format, desktop, multifunction, copiers, scanners, fax machines, and high-volume printers
- All outsourced materials sent out for quick print, mailing, distribution, and large format prints
- IT support needed to maintain, repair, add, move, and change devices
- Toner, paper, ink, and other print consumables
Becoming More Efficient
Rather than guessing at your document output and printing needs, your managed service partner will identify the right mix of office equipment to meet your ACTUAL printing and output needs. To help your employees use the new equipment most effectively, consideration is given to printing rules, equipment placement, and even change management.
This is a long-term partnership and, even better, it’s one that often leads to 30% savings.
And, you pay by the copy, so of course you don’t have to worry about equipment maintenance or repair.
As new capabilities become available, a great partner will provide a roadmap to the future – technology is always changing and improving – to streamline your office environment even further.
Better equipment and less hassle. Not to mention improving your budget – think of what you could invest that money in if you weren’t spending it on copies people don’t read anyway.
Copiers and printers need to be thought of as engines of productivity. Learn more. Click the image below and start rethinking how you look at your copier.
