Can Managed Print Services Improve Your Business Operations?

Managed print services are popular for a reason. The ability to offload unfamiliar or cumbersome tasks to a professional service provider can be quite a weight off your shoulders. This means the question you should ask first is: how can a managed print service benefit my business? Not only will this article help you decide whether this is the right move for your company, but also what to look for when choosing a professional service provider like managed print services. This article will take you through the basics of managed print services and their potential benefits and drawbacks. Hopefully, you’ll have all the info you need to make an informed decision by the end.

Managed Print Services Defined

So, what exactly is a managed print service? An MPS is a holistic solution that manages, standardizes, and upgrades the print fleet of an organization.

You might think of an MPS as the ones responsible for changing toner drums or the technicians that are called in when something goes wrong with your printers. Granted, that’s part of their duties, but an MPS is an umbrella term for a wider range of services and products that involve printers and printing. What’s more, every business’s printing needs and setups vary, which means a good MPS will be skilled in a variety of solutions. It’s best to think of an MPS as an umbrella term.

Managed print services themselves are part of a larger umbrella, referred to as Managed IT or Managed Services. These companies can also (but not always) provide network security, backup, disaster management, and cloud computing in addition to managed print services. A very large client company might simplify things and choose a provider that can do all of these things, but in general, the scales and services can range widely.

What’s Involved

While the specifics of every MPS service agreement will vary, the focus is always on the print fleet and keeping it running smoothly. Based on the size of the company, its average print volume, security needs, and any supply requirements, a provider will offer a solution that also addresses these issues but also factors in future issues like scalability.

The solution a provider offers can roughly be divided into four steps:

Assessment – The MPS provider conducts an analysis of the organization’s current fleet and determines its needs. They’ll assess the condition of the current fleet (if any) and all current software, systems, and practices. Key areas for performance and improvement will be highlighted.
Design – From the assessment, the MPS provider develops a solution tailored to a company’s needs. Client budget, space, and current resources will also factor into the decision. From software to work schedules, the provider will consider everything.
Implementation – The service agreement is drawn up and signed by both parties. The MPS solution is then implemented. The MPS will help introduce and manage the transition of services and iron out any difficulties that may occur.
Management – Both remotely and during in-person visits, the MPS will conduct constant management and observation. What this means will vary according to the business and MPS provider. An organization might require regular software updates, offsite security monitoring, or regular fleet upgrades. Until the agreement period expires (or comes up for renewal), the services continue.

The Pros and Cons of Managed Print Services

There are benefits and drawbacks to any business decision, and choosing an MPS for your business is no different. Managed print services definitely have multiple benefits. There’s a reason the industry is expected to be worth $74.59 billion globally by 2030. Here are some major ones:

Lower costs through better efficiency – Outsourcing to the experts means that you’re increasing your fleet’s efficiency. Through constant monitoring, preventative maintenance, regular upgrades, and other services, you can keep your business on the cutting edge while keeping your staff focused on their primary tasks, thus, eliminating waste and inefficient systems and practices.
Kinder to the environment – Printing isn’t the kindest office system for the environment, but an MPS can lessen this impact. For instance, wasting paper on misprints can be reduced through monitoring. Some services also help with recycling, another boon for the environment.
Better productivity – The fewer employees are dragged away from their primary tasks to fix a printer, the less overall time is wasted. What’s more, well-maintained machines perform better and with fewer errors.
Constant monitoring – You’re never alone with an MPS. Be it frequent software updates, a maintenance team on call, or someone to keep the toner drums changed, a professional service will be ready to assist, take the pressure off your operations, and keep things moving along.
Better security – There’s a lot of sensitive data involved in printing. Most machines run on operating systems that can be vulnerable to cyberattacks. An MPS ensures proper network security and accessibility measures are in place. Some providers will even actively monitor a network for threats.

Despite the many benefits of an MPS, it pays to be aware of the potential drawbacks too. These include:

The unfamiliar – A new MPS may require a whole new way of working that might confuse employees and take some time to adjust to.
Upfront costs – Let’s be honest, it may not always be feasible to sign up for an MPS, especially if you’re just starting. Implementation can involve a lot of new systems, machines, and personnel that can be quite expensive upfront. While the long-term benefits are undeniable, this initial cost can be a barrier when it comes to signing up for the service.
External management – While offloading processes can be a relief, you’re also placing part of your business in someone else’s hands. An inexperienced or incompatible MPS might make for operational difficulties and communication problems. Always choose a reliable provider with the right experience.
Security – The same outsourcing can also affect the handling of sensitive data. You need a provider that can be trusted with confidential printing data and is skilled enough to ensure your networks and machines are well protected.

The Right MPS Provider for the Job

Choosing an MPS is a big decision and one that you’ll be committing to for years. This makes choosing the right partner who knows the industry and understands your business even more important.

If you’re in Bloomington, Minneapolis, or St. Paul, that perfect partner is DTS. Since 2004, we’ve been offering service and hardware solutions to hundreds of businesses. Managed print services are but one part of what we can do for you. We’re here to listen to your needs, solve your challenges, and provide the best MPS for your business’s needs. Contact us today.