Are Managed Print Services Worth It?

In today’s fast-paced business environment, organisations are constantly seeking ways to improve efficiency, reduce costs, and enhance productivity. One area that often goes overlooked is the printing infrastructure. Printing can be a significant expense for businesses, both in terms of hardware and ongoing maintenance. This is where Managed Print Services (MPS) come into play. But the question remains: Are managed print services worth it?

In this comprehensive analysis, we will delve into the key factors and benefits of managed print services to help you make an informed decision.

Understanding Managed Print Services

Managed Print Services involve outsourcing the management of a company’s printing infrastructure to a third-party provider. These providers offer a range of services, including optimising printer fleets, managing print output, and providing support and maintenance. By partnering with an MPS provider, businesses can offload the responsibility of managing their printing environment, allowing them to focus on core competencies and achieve their business goals.

Key Factors to Consider

Before determining whether managed print services are worth it for your organisation, it is essential to evaluate a few key factors:

1. Number of Print Devices

Managed print services are most cost-effective for organisations with a significant number of print devices. While there is no fixed threshold, a general rule of thumb is that organisations with 50 or more devices are more likely to benefit from MPS. However, smaller organisations can still find value in managed print services by considering other factors such as print volume and unique needs.

2. Volume of Printing

High print demand can lead to inefficiencies and increased costs. Managed print services can help businesses optimise printer usage, monitor print volumes, and implement cost-saving measures. By leveraging automated workflows and predictive maintenance, MPS providers enable organisations to reduce printing costs per page and expenses, ultimately improving productivity.

3. Locations

For businesses with multiple locations or branches, managing the printing infrastructure consistently can be a challenge. Managed print services can alleviate this burden by ensuring maintenance is standardised across all locations. With their own branches located within a reasonable distance, MPS providers can offer timely support and streamlined management of print devices.

The Benefits of Managed Print Services

Now that we have explored the key factors to consider, let’s delve into the benefits of managed print services that make them worth considering for your organisation:

1. Increased Efficiency

Managed print services can significantly enhance efficiency by streamlining printing processes and optimising the printer fleet. Through the implementation of automated workflows, mobile printing, and document management solutions, MPS providers enable businesses to reduce printing time and costs. By eliminating manual tasks and leveraging technology, organisations can achieve higher levels of productivity.

2. Cost Reduction

One of the most significant advantages of managed print services is cost reduction through signing a managed print agreement. MPS providers can identify inefficiencies in printing processes, optimise printer usage, and monitor print volumes. By doing so, they can provide insights into printing costs and implement cost-saving measures. Additionally, managed print services can help reduce hardware and maintenance costs by optimising the number of printers in use.

3. Improved Productivity

By outsourcing the management of the printing infrastructure, businesses can free up their IT staff to focus on more critical tasks, such as network security and business-critical applications. Managed print services can automate time-consuming tasks like printer maintenance, ordering supplies, and troubleshooting. This allows IT staff to allocate their time and resources more effectively, ultimately improving overall productivity.

4. Sustainability and Environmental Benefits

With sustainability becoming an increasing focus for businesses, managed print services can contribute to reducing the environmental impact of printing. MPS providers can offer solutions that help companies reduce paper consumption, energy usage, and waste. By implementing sustainable printing practices, organisations can not only benefit the environment but also achieve cost savings and improved efficiency.

5. Enhanced Security

Print environments can be vulnerable to security breaches, making it crucial to implement robust security measures. Managed print services can help organisations protect confidential data and prevent unauthorised access. MPS providers can implement secure printing solutions that require authentication before printing and monitor print output to prevent data breaches. By safeguarding the print environment, businesses can mitigate potential security risks.

6. Expert Support

MPS specialists have the experience and expertise to provide businesses with the support they need to effectively manage their printing infrastructure. They can offer user support, maintenance, and troubleshooting, ensuring that any issues are promptly addressed. The support provided is relevant to industry, from expertise on small business printing, to corporate printing solutions. By partnering with MPS providers, organisations can leverage their knowledge and resources to optimise their printing environment.

7. Live Reporting and Tracking

Managed print services offer real-time reporting and tracking capabilities, allowing businesses to monitor print output, track costs, and gain insights into printer usage. This data-driven approach enables organisations to make informed decisions, identify areas for improvement, and achieve increased efficiency and cost savings.

Making the Decision

While managed print services offer numerous benefits, it is essential to evaluate your organisation’s specific needs and circumstances before making a decision on whether managed print services are worth it. Consider factors such as the number of print devices, print volume, and the locations of your business. Conduct a cost-benefit analysis to determine the potential savings and improvements that managed print services can bring to your organisation.

By partnering with a reputable MPS provider, you can leverage their expertise and resources to optimise your printing infrastructure. Look for providers who offer comprehensive services, including maintenance, support, and secure printing solutions. It is also important to consider the scalability of the MPS solution to accommodate your organisation’s growth over time.

In conclusion, managed print services can be worth it for organisations seeking to enhance efficiency, reduce costs, and improve productivity. By outsourcing the management of their printing infrastructure, businesses can focus on their core competencies and achieve their business goals. Evaluate the key factors and benefits outlined in this analysis to make an informed decision about whether managed print services are right for your organisation.