In our fast-paced business world, efficiency is the name of the game. Managed print services (MPS) have emerged as a powerful tool to streamline workflows, cut costs and boost productivity, making them an indispensable asset for businesses of all sizes.
By outsourcing the complexities of print management to a team of dedicated experts, companies from small and medium-sized businesses (SMBs) to large enterprises can now focus on their core competencies while enjoying the peace of mind that comes with a well-organized printing infrastructure.
In this guide, we’ll dive into managed print services, exploring the modern approach to MPS and examining how Secur-Serv is taking proactive steps to help organizations adapt and stay ahead in a rapidly advancing technological landscape.
Managed Print Services: The Modern Approach
The modern approach to MPS differs from traditional print management, which often lacks the agility and security features necessary for today’s rapidly changing business environment. A far cry from the stale practices of the past, modern MPS are tailored to address the needs of any combination of in-office, remote and hybrid workforces, emphasizing efficiency, flexibility and security.
Managed print services encompass the comprehensive management of an organization’s printing and imaging infrastructure, from equipment maintenance and supplies management to workflow optimization and cost control. Managed print service providers (MSPs) are specialized organizations that expertly handle these responsibilities, enabling businesses to focus on their core functions.
Partnering with an MSP is a collaborative process, beginning with an initial assessment of the current print environment. The MSP then identifies areas for improvement, such as equipment upgrades or workflow streamlining and implements customized solutions to enhance the print infrastructure. Ongoing monitoring, management and support ensure the system remains secure and up-to-date.
By addressing these vulnerabilities and adopting a forward-thinking approach to MPS, businesses can effectively safeguard their networks and adapt to the ever-evolving needs of an increasingly flexible workforce.
Benefits of Managed Print Services
Embracing managed print services can revolutionize how organizations address their printing needs, leading to greater productivity and adaptability. By working with a managed print service provider, companies unlock many advantages that can transform print operations for the better, including:
- Cost savings: By consolidating printing resources and streamlining print environments, businesses can significantly reduce expenses related to consumables, maintenance and energy consumption.
- Improved security and compliance: MSPs implement robust security measures to protect sensitive data and ensure regulatory compliance, safeguarding both software and hardware against potential threats.
- Sustainability and environmental benefits: Efficient printing practices and reduced paper waste contribute to a smaller environmental footprint, enhancing a company’s reputation and corporate social responsibility.
- Reduced downtime and increased productivity: Proactive monitoring and maintenance by MSPs help to minimize printer-related downtime, allowing employees to focus on core responsibilities and maintain productivity.
- Fewer local printers: MSPs often consolidate resources by promoting centralized, shared devices over numerous local printers, streamlining maintenance and lowering costs.
- Automated supply deliveries: By monitoring supply levels, MSPs ensure timely delivery of consumables — such as toner and paper — maintaining seamless operations without burdening employees with supply management tasks.
- Strategic planning for device roadmap and usability: MSPs provide expert guidance on device roadmaps and usability, assisting businesses in making informed decisions about their print environments. This expertise extends to fixing and troubleshooting, sparing employees the frustration of dealing with printer issues. For companies with multiple locations, MSPs can eliminate the need for expensive travel or managing numerous vendors, further simplifying the print management process.
Solutions Provided by Managed Print Services
Managed print services offer comprehensive solutions to optimize print operations and enhance productivity. Key services include:
- Print fleet management: MSPs monitor and maintain your entire print fleet, ensuring efficient utilization and proper maintenance, which helps extend the life of your devices.
- Toner and supply management: With automated supply management, MPS providers track toner levels and other consumables, ensuring timely replacement and reducing the risk of running out of essential supplies.
- Document workflow optimization: MPS providers analyze your existing document workflows and identify areas for improvement, helping to streamline processes and boost productivity.
- Analysis of printing needs: By assessing your organization’s unique printing requirements, MPS providers can tailor solutions to meet your specific needs, ensuring optimal performance and cost savings.
- Streamlined printer placement: By strategically positioning printers and multifunction devices, MPS providers can minimize bottlenecks, reduce wait times and improve overall print efficiency.
- Replacement of inefficient devices: MPS providers identify and replace outdated or inefficient devices with more advanced, energy-efficient alternatives, reducing costs and minimizing environmental impact.
- Employee training: To ensure seamless adoption of new devices and workflows, MPS providers offer training and support to help employees make the most of the latest print technologies.
- Remote management: With remote monitoring and management capabilities, MPS providers can proactively address issues and perform maintenance tasks, minimizing downtime and ensuring uninterrupted print operations.
- Secure document printing: MPS providers implement security measures to protect sensitive information, ensuring compliance with industry regulations and safeguarding your organization’s data.
Secur-Serv and Managed Print Services
At Secur-Serv, our approach to managed print services has evolved over the years, adapting to the latest technology trends and focusing on providing our clients with print solutions that work. Through the implementation of MPS, we have delivered tangible benefits to clients in various industries.
For instance, we recently partnered with a midwestern bank in Omaha, implementing badge scanning technology to prevent unauthorized access to their copiers and eliminate stray prints containing sensitive information. This example demonstrates how our MPS help clients enhance security while streamlining their print environment.
In general, we have observed several key trends in MPS, such as:
- The increasing importance of cybersecurity. As cyber threats become more prevalent, businesses have become increasingly mindful of protecting all devices, including printers. We work closely with our clients to identify and address potential vulnerabilities in their print environment, ensuring devices adhere to the latest security standards.
- The decline in pages printed as businesses continue to embrace digitization. We recognize that the focus should be on providing clients with efficient and secure devices rather than emphasizing the number of pages printed. To accommodate this shift, we partner with leading manufacturers like Lexmark, HP and Xerox to ensure our clients can access the apps and cloud-based solutions that help improve workflows.
What sets Secur-Serv apart from our competitors is our consultative approach to managed print services, which includes:
- Working closely with clients to customize solutions based on their unique needs and requirements
- Conducting fleet analyses to evaluate your current printing processes
- Monitoring firmware levels to ensure your devices are up-to-date with the latest features, bug-fixes and other programs that keep your fleet functional and secure
- Providing strategic business reviews to ensure clients are informed about the quality and efficiency of their print environment.
This approach allows our clients to make data-driven decisions about hardware upgrades, ultimately resulting in lower costs per page and a more secure print environment.
Looking to the future, we remain committed to staying ahead of the curve in MPS. We understand the challenges businesses face when selecting and implementing print hardware and strive to simplify the process for our clients. By staying up-to-date with the latest technology advancements and maintaining strong partnerships with manufacturers, we are well-positioned to continue providing exceptional MPS solutions tailored to our clients’ evolving needs.
As the world moves toward increased digitization, outsourcing IT services such as MPS has become a critical consideration for businesses aiming to remain competitive and responsive to industry changes. By embracing managed print services, organizations can streamline their operations, protect sensitive data and stay ahead of technological advancements, ultimately making a positive impact on their bottom line.
Secur-Serv stands out with its consultative approach, tailoring each solution to clients’ unique needs and requirements. Our expertise and commitment to staying at the forefront of industry trends make us the ideal partner for businesses looking to optimize their print environment.
Don’t let outdated print technology hold your business back. Take the first step toward enhancing your print environment’s efficiency and security. Discover the potential of Secur-Serv’s managed print services by visiting our website or reaching out to our team of experts today. Together, we can help your organization thrive in an increasingly digital world.