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What are Managed Print Services

Managed Print Services (MPS) is a complete custom program, tailored to the needs of each organization, to reduce cost and optimize a company’s document output. To achieve this, an MPS vendor will manage every aspect of the client’s printing devices, including small desktop printers, copiers, scanners, document management software, and more. Through a Managed Print Services solution,  offered by print providers that manage all aspects of your business printing devices, including printers, scanners, faxes and copiers.

The main components provided are

  1. Needs assessment analysis, to understand current cost and processes;
  2. Maintenance of all document-management hardware, including replacement and upkeep of hardware components;
  3. Management of all supplies, with auto-replenishment;
  4. Selective or general replacement or removal of hardware, when justified by a decrease in cost and increasing in efficiencies;
  5. Continuous improvement, achieved by monitoring and tracking device performance, workflows and user experience of all printers, copiers and multifunction peripherals (MFP) being used.

How Do Managed Print Services Save Money?

While print-related costs make up a large portion of expenses for most organizations (clocking in as one of the top three expenses!), most companies can only track a small portion of their document output costs.

This can be due to the fact that many printers are “recycled” between offices, or because hardware of this type, as well most of the supplies needed to operate them are purchased through slush funds, or included in cost centers that make them hard to track.

Additionally, almost no organization in the United States tracks the amount of time IT staff (internal or external) is occupied with printer-related issues: how much time is your team spending solving error messages, or reconfiguring online resources?

Then there’s the issue of cost of supplies: the amount of time spent in searching for the right product code and waiting for it to come in is second only to the cost of the product itself. By working with a manufacturer’s authorized dealer, organizations can benefit from much lower cost and the use of original parts and supplies only.

Reporting on efficiencies also allow you to constantly reduce your cost and increase efficiencies. What copiers are used most? How long does it take to use them? Are they prone to error? Are they located in a place that makes it easy for your staff to go to it?

True Total Cost of Ownership (TCO): when was the last time you really calculated how much that printed document cost you? Once you add the cost of maintaining your equipment, the cost of supplies, the possible downtime of a “temperamental” piece of equipment, and even the time it takes for the unit to print, your cost per copy could be 40 cents or more. Using to print 5,000 sheets a month, and your organization is spending $2,000 a month to print things that (let’s face it) end up sitting on the copier way too often.

By knowing your TCO and where your processes and fleet of document output hardware is costing you too much, you’re able to save thousands of dollars every single year!