The Challenges of Traditional Printing Solutions
Managed Print Services (or MPS, for short) is when a third-party provider manages and optimises a company’s printing needs. This includes selecting and installing printers, monitoring usage, maintaining devices, and supplying consumables like paper and toner. An MPS provider helps businesses save time and money by streamlining their printing processes, reducing waste, and improving efficiency. In short, MPS takes the hassle out of managing printers, letting companies focus on their core activities.
Traditional printing solutions come with a varied range of hindrances and challenges, such as a lack of centralised control, which can lead to inefficient resource use and higher costs due to wasted paper and excessive ink or toner. Without proper monitoring, businesses struggle to track usage and optimise processes, resulting in uncontrolled expenses. Frequent printer downtime and in-house maintenance can disrupt workflows, while traditional systems also have a larger environmental footprint due to waste and energy consumption. Additionally, security risks arise from unsecured printed documents, making traditional setups less efficient and more vulnerable.
Managed Print solutions are designed to counter this so you can simplify your printing needs and optimise your business. Unlike traditional printing, print management provides you with a full range of support; from selecting and installing devices, to managing them on an ongoing basis. When you sign up for an MPS, your company can centralise control of all printing devices, enhancing efficiency and reducing costs by managing printer fleets, supplies such as paper and toner, and overall print usage.
MPS also allows your business to gain access to detailed reports on key metrics, helping them track usage and identify areas where they can reduce waste. By outsourcing these responsibilities to a third-party provider, companies can better manage their print infrastructure without worrying about day-to-day maintenance or consumable replacements. The service provider monitors the entire print environment, promptly addressing any issues and ensuring that parts and supplies are replaced as needed. Ultimately, Managed Print Services help foster a more reliable, productive, and cost-effective print management system for you and your business. You can scroll down to learn more, or make an inquiry with DDS group here.
How Managed Print Services Solve Problems
Managed Print Services enhance office productivity in a myriad of ways, including:
- They Optimise All Printing Equipment: Many companies maintain a larger-than-necessary printer fleet, often due to acquiring different models from various manufacturers, making it challenging to keep them updated and operational. When one machine starts to lag, businesses often buy another to maintain productivity. However, this approach isn't the most efficient use of capital. An MPS program ensures all equipment is kept in optimal condition with regular updates. When new technology becomes available, outdated machines are automatically replaced. This allows businesses to perform at their best with fewer devices overall.
- They Provide You With In-House Print Support: Most companies understandably struggle to maintain sufficient in-house IT staff to handle all their support needs. MPS services alleviate this pressure by managing office technology, enabling IT teams to focus on more critical responsibilities. For businesses without the resources to hire a full IT team, MPS delivers reliable support for both printing and document management.
- They Avert Inventory Scarcity/Excess: Budget limitations can limit in-house supply stock, causing shortages that can impact deadlines and productivity. Conversely, office management may sometimes overspend on supplies, leading to unnecessary stockpiling and diverting funds from growth opportunities. MPS solves both of these problems by automatically managing supply orders, preventing both shortages and excess, optimising workflow, and easing the burden on office management.
- They Reduce Environmental Impact: Paper, print cartridges, and toner are significant contributors to global landfill waste. MPS reduces paper usage by managing and securing digital documents, while high-quality remanufactured cartridges help cut down on waste. MPS programs aso work to lower carbon emissions and reduce overall waste.
- Security and Compliance: Managed Printer Services can help your company establish security measures that can protect your data and equipment from loss and cyber threats. Equipment is continuously updated to address emerging vulnerabilities, and security features comply with regulations for industries like healthcare, government, and education. These solutions are adaptable and tailored to the specific needs of each organisation and its departments, ensuring strong protection for both devices and data.
How Do Managed Print Services Work?
An MPS will optimise your business through a simple step-by-step process:
- We Choose the Best Printers For Your Company: We evaluate the needs of your business, and based on factors like volume, speed, quality, and cost-effectiveness, we will select the printers that will best enhance your company’s productivity. At DDS Group, we only deal with the most reputable brands, such as Canon, Sharp, and Epson.
- We Create a Custom Solution: We then develop a print solution that’s tailored to your existing infrastructure, workflow, and business objectives. This plan aims to streamline workflows, enhance security, cut costs, and support sustainability.
- We Set You Up: The selected devices and print management software are smoothly integrated into your IT system. This step includes installation, configuration, and training for your employees.
- We Offer Continuous Support: After the implementation of the tech and the training is completed, we then focus on proactive monitoring, remote diagnostics, regular maintenance, and supply management. The print environment will be optimised and scaled as needed, with ongoing help desk support available.
What Is Included In the Cost of Managed Print Services?
Determining the total cost of managed print services involves several factors, including the size of your business and specific details such as:
- The Total Number of Printers: The number of printers in your fleet impacts the cost, as it determines the scale of management and support required.
- The Total Print Volume: The volume of printing done, including both black-and-white and colour, will influence the overall cost estimate.
- Supplies: Printing costs typically include paper, toner, ink, and other materials needed for printing operations.
- Outsourced Printing Services: Additional costs for printing documents and materials that are handled offsite.
- Document Management Services: This includes services for organising, storing, and managing documents.
- Support Services: Covers ongoing help desk support, IT assistance, technical support, and maintenance services.
Final Words: Are Managed Print Services Worth the Cost?
Ultimately, the answer to this is up to you; but if you’ve ever found your company losing time and resources while struggling to troubleshoot a pesky printer or copier - then Managed Print Services may be for you. With MPS, not only are these issues assuaged though regular, automated maintenance checks, but you also have constant access to our expert advice and tech assistance.
What’s more, our MPS plans are extremely flexible. You can add photocopiers at any time, adjust the minimum amount of prints if you need to, add more photocopiers as required, and extend or conclude your agreement term earlier, depending on print volumes. You may also want to consider our Infinity Plan, which will let you print as many pages as you want for the one low monthly price. And if you’re currently contracted to another print provider, we may even be able to payout your current contract when you sign up for a DDS agreement. You can browse DDS Managed Print Services here or get in touch with us today!
