Benefits of Managed Print Services: A Small Business Guide

Posted by Adrian Ghira, GAM Tech 21-03-2022 10:16 AM

Managed Print Services (MPS) are services offered by an outside provider that addresses all the parts of your business’s print-related functions, including printers, copiers, scanners and fax machines. 

An MPS provider will perform document management, as well as assess your needs, replace inefficient hardware and oversee and service equipment, parts and supplies.

Who Uses Managed Print Services?
Large corporations aren’t the only businesses that both benefit from and depend on Managed Print Services. A small business owner or medium-sized business can find great print management solutions as a cost saving: saving time, money and countless resources.

Not only do MPS help improve workflow efficiency, document quality, control and security, they’ve also been proven to reduce company printing costs by 30% or more.

Even better, MPS are an extremely affordable investment. With the amount you’ll save on print-related costs, these services will more than pay for themselves while reducing capital expenditure and improving cash flow.

So, how do you know if Managed Print Services are right for your business?

Here are a few key benefits to consider…

Benefit #1 — Print Services Save Time and Boost Efficiency
Between paper jams, error messages, running out of ink and straight-up malfunctions, old and outdated devices are a colossal waste of both time and money.

Think of how much time you spend dealing with problem hardware, waiting on repairs and replacing and ordering supplies.

MPS will help you get your time back.

In addition to providing reliable, functional equipment, they will identify and prevent these types of problems, allowing you to focus on other things.

Benefit #2 — Managed Print Solutions Save Money and Reduce Costs
As we already mentioned, print management solutions will save you a ton of time and money regarding device repairs and supplies.

But did you know these fully comprehensive services are provided for a predictable, flat-rate monthly fee?

In many cases, small businesses have no idea how much they’re spending on print devices and accessories (which can really add up). But with the help of a MPS provider, you’ll finally have a baseline for how much you’re spending.

From here, you can find ways to cut your costs back even more.

Benefit #3 — User Friendly Print Solutions Will Increase Productivity
Here again, MPS will prevent you and your employees from wasting endless amounts of time dealing with jams, various malfunctions, tracking down toner, changing cartridges, etc.

But that’s not all.

It’s also your provider’s responsibility to assess your current and future needs while ensuring company resources are being used effectively. They will create a custom-tailored program specifically geared toward helping you reach your goals, ultimately streamlining your operations and boosting your bottom line.

Plus, MPS can help your business achieve digital transformation goals.

Your provider should analyze:

  • Your current print hardware.
  • Your printing and document workflow.
  • Printer placement and printing environments.
  • Security levels for each device.
  • Document output.
  • Current supply costs.
  • Printing on the go (mobile).

Benefit #4 — Reduce Environmental Impact
Outdated devices are infamous for wasting paper, toner and electricity. As such, the streamlined processes provided by print management will instantly reduce your environmental impact. And, as you begin to track and identify your usage with the help of your provider, you’ll be in a better position to make changes and reduce your footprint even further.

Benefit #5 — Improved Information Security for Print Jobs
Now that they’re no longer having to troubleshoot print-related problems, your IT department will have time to focus on more important things.

Even better, your MPS provider should be taking things a step further by identifying and preventing any print and IP security risks your business may face daily.

Look to them for custom-tailored solutions designed to mitigate risks, which may include utilizing printer sign-in procedures, proper disposal of documents and implementing network security solutions to reduce data breaches.

How to Choose a Managed Print Service Provider for Your Small Business?
When it comes to the success of your business, having the right partners makes all the difference.

If you’re trying to choose an MPS provider for your organization, we recommend asking them some of the following questions:

  • Do you have analytical tools that will tell me how much I’m spending on my current print processes?
  • What experience do you have with organizations similar to mine?
  • Are there previous clients I can speak to?
  • How will you help me improve document workflow?
  • How will your solutions integrate with my current IT infrastructure?
  • How will you prevent potential security threats?
  • Will printing from the cloud, print servers, or mobile printing be easy?
  • Is your technology energy efficient? Do you offer waste reduction and recycling services?
  • How do you measure success?

What analytics or reporting do you provide?

Would you like to learn more about the benefits of Managed Print Services and print management solutions? Let’s have a conversation! Contact your local Millenium Micro Affiliated Reseller today.

Adrian Ghira, GAM Tech.