Managed Print Services: Transforming Office Printing
Office printing and document management has come a long way from the days of individual desktop printers and paper piles. Today’s businesses leverage Managed Print Services (MPS) to gain control over printing costs, consolidate infrastructure, and empower mobile workforce productivity. MPS providers assess an organization’s printing needs, optimize their infrastructure accordingly, and take on the responsibilities of supplies, service, and support. This transforms how businesses approach office printing into a managed service model focused on efficiency and cost savings.
At its core, MPS is a comprehensive assessment and optimization of an organization’s entire printing infrastructure, processes, and needs. An approved MPS provider will conduct a detailed audit of all printers, copiers, multifunction devices, and server-based printing. They analyze usage patterns, document flows, and employee behaviors to understand how information is captured and shared throughout the workplace. The goal is to right-size the printing infrastructure to only what is truly needed.
Outdated or underutilized devices are removed and consolidated into a streamlined fleet of multifunction printers or copiers. High volume printers may be installed in centralized locations like print rooms. Mobile and remote printing options allow employees flexibility. The provider also installs server-based printing software for advanced management and security capabilities. With optimization complete, the provider then assumes responsibility as the managed service operator to keep everything running smoothly through an outsourced, per-click or fixed fee contract.
Cost Savings through Optimization and Responsibility Sharing
One of the biggest benefits of the Managed Print Services model is significant cost reduction. By consolidating equipment, unused capabilities are eliminated, lowering capital expenditures. Standardizing on fewer, more capable devices means less supplies are needed as multiple functions are combined. Since the provider purchases supplies in bulk, volume discounts lower supply costs too.
Moreover, operational expenses decrease as the provider absorbs costs of supplies, service, support, and repairs over the life of the contract. No more unexpected repair bills, waiting on toner deliveries, or handling of broken equipment. Dedicated MPS staff and help desk support take the weight off internal IT personnel to focus on strategic priorities. Meanwhile, transparent reporting ensures costs remain predictable. Over time, these cost saving measures through optimization, shared responsibility and economies of scale add up to major savings versus standalone printer management.
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