4 Reasons Why You Need Managed Print Services For Your Organization

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The office technology industry is constantly changing and evolving, and although managed print services (MPS) are nothing new, there’s no doubt that they’ve evolved significantly over the past couple of years. Today, relying on MPS allows businesses to optimize their document management as well as their printing processes. This, in turn, saves them countless hours and multiple headaches that come with managing print fleets.

The best part? MPS has become widely available, allowing more businesses than ever to reap the benefits of managed print services. If you’re wondering about ways MPS can help your specific business grow, here’s a list of four reasons why you need managed print services for your organization.

It’s a great way to reduce monthly costs

This is probably one of the biggest benefits of switching to an MPS agreement. Whether we’re talking about maintenance, usage, support, or replacement, monthly printing costs can quickly add up. The more you use your printers, the more it costs to repair and maintain them. And the more devices your organization is working with, the higher the costs to store, maintain, and use them.

By using an automated system to maintain your devices, you can do so at large instead of individually. This is because an MPS connects all the devices in your organization. Then, it uses a monitoring system to keep track of your printing needs. This, in turn, ensures you never run out of printer supplies, and that all the hardware is replaced on time. What’s more, by using MPS, you don’t have to worry whether the hardware you’re using meets your organization’s needs. You also won’t be paying for the equipment and hardware you don’t use, saving significant money in the long run.

It can boost your productivity and efficiency

Other than helping organizations save money, using MPS also saves its employees a significant amount of time. Scanning, faxing, printing, and copying are printer-related tasks that aren’t only time-consuming but also frustrating. This is especially true if they’re using old hardware or relying on software with poor configuration. Not to mention toner and ink cartridge replacement along with addressing any device malfunctions which can also be time-consuming processes.

By relying on managed print services, organizations can enable their staff to focus on other important tasks and let the MPS identify and fix these problems. An MPS vendor will also conduct an assessment to determine your organization’s printing needs. In doing so, they’ll identify the solutions that are non-efficient, and replace them with better performing ones. This will help organizations optimize their printing, which will positively affect their overall efficiency as well as their productivity levels.

It helps increase information security

Depending on the industry you’re in, chances are, you may be handling sensitive data. Printing such information can pose a security risk, and this requires extra caution. One way MPS can help organizations mitigate security violations is by assessing their individual needs and security.

After that, they’ll provide you with printer software, servers, and access management that fit your specific needs. For instance, they may include individual user accounts and require users to log in before using printers. They may also offer insight into print history and let you create print queues. This, in turn, makes it easier to track what’s being printed while preventing individuals from printing and accessing sensitive data. By monitoring your printing systems, MPS experts will help improve information security while simultaneously boosting your production time by taking particular responsibilities (cartridge replacement, addressing printer malfunctions, etc.) off you.

It allows you to reduce your environmental impact

The environmental impact of wasteful printing may not have been the top concern for many businesses up until now. However, things are changing, and with an increase in environmental consciousness, more organizations are striving to reduce their carbon footprint.

For many of them, managed print services play a vital role in managing their printing workflow. The monitoring system that’s included in the MPS package allows organizations to easily track their environmental impact. This allows them to identify ways of conserving resources, be it through reducing margins or duplex printing, or some other tactic for reducing paper, toner, and energy waste.

Wrapping up

Looking at the reasons listed above, it becomes clear why managed print services (MPS) are gaining in popularity so quickly. From potential cost savings to increased productivity levels to carbon footprint reduction, using managed print services comes with a long list of benefits, and getting in on these benefits starts by partnering with a reputable MPS vendor who will expertly handle all your printing-related needs.

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