Key Benefits of Outsourcing Print Management
One of the major advantages of partnering with a managed print services provider is that it allows organizations to reduce costs associated with office printing. When a third party expert takes ownership of the printing infrastructure, they are able to analyze usage patterns, consolidate devices and negotiate better contracts with hardware vendors and toner/ink suppliers. This results in savings of 20-30% on annual printing expenditures for the average business. Managed services providers also take care of maintenance, repairs and equipment upgrades at no additional cost which ensures workflow continuity and maximum uptime of printers and MFPs.
Improve Security and Control Access
Another key concern addressed by managed print services is security of sensitive documents and control over device access. Managed Print Services employ robust authentication methods and activity logging to restrict sensitive documents to authorized users only. Features like PIN-based user login, pull printing from any device and expiration of jobs after a set time period prevent confidential data from falling into wrong hands. Some solutions even offer mobile printing which is more secure than using public printers. Tight controls over device access and usage helps organizations meet compliance needs in regulated industries.
Reduce Environmental Impact
Sustainability is a major driver for outsourcing print management. MPS partners analyze optimization opportunities like default double-sided printing, setting page limits on individual users and black & white printing policies. They ensure the right sizing of the fleet based on actual needs to avoid underutilization which increases energy consumption and e-waste. Single-vendoring of devices further helps in streamlining supplies consumption. Service providers also refurbish and remarket used equipment to extend the product lifecycle which lowers carbon footprint.
Gaining Insights on Usage Behavior
Comprehensive reports provided by managed print services companies give organizations deeper understanding of print behavior across user groups and departments. Analytics reveals wasteful printing practices, top printing users, most printed documents and busiest devices. These tools help take informed decisions on rightsizing the infrastructure, encourage digital substitution and influence user behavior towards sustainability. Insights also support strategic planning and budgeting for future printing needs.
Freeing Internal Resources
With an outsourced partner assuming full responsibility of the print environment, client staff can shift focus to their core job functions rather than spending time on troubleshooting paper jams or arranging for repairs. This provides tangible benefits in terms of increased productivity, better employee experience and optimization of resources. Service level agreements signed with MPS vendors ensure prompt resolution of issues without involving client personnel. Their helpdesk is typically available 24/7 to minimize downtime.
Eliminating Capex Worries
While upfront capital expenditure has to be incurred for setting up adequate printing infrastructure, its ownership through managed services removes device acquisition costs from the client's books. This is a huge advantage, especially for cash-strapped SMBs who don't want their funds locked in depreciating printers. The pay-per-use or fixed monthly fee operating expenditure also makes budgeting predictable for stable print consumption. In times of business fluctuations, the subscription model insulates organizations from overprovisioning of capacity.
Assessing the Options
When evaluating potential managed print partners, businesses must analyze their printing environment through a thorough audit covering all types of devices, number of users, paper size preferences, duty cycles, top applications. This will provide a baseline understanding of current set up, usage and bottlenecks to pain points. It also helps define service objectives and critical success factors like productivity enhancement, cost control, security, sustainability etc. Requesting sample reports is advisable to test analytics and customization capabilities.
Another vital check is the vendor’s service delivery model, geographical coverage and experience in specific industry verticals. Certifications, security compliance and environment initiatives undertaken must be validated. Clarity is needed on response/fix times, availability of loaner devices, supply management, user training support, and invoicing and contract terms. Field demo of remote monitoring dashboard proves technology competence. References from similar organizations will lower execution risks. Comparing multiple competitive bids factoring complete cost of ownership will seal the best fit.
Adopting Change Management Practices
While the technology and process overhaul looks good on paper, effective change management is essential to drive user adoption and extract intended outcomes from managed print services. Stakeholder workshops led by the implementation partner will help address myths, clarify misconceptions and get organizational buy-in. Communication plans cover reasons for transition, anticipated impacts and support availability during transition. User surveys understand pain areas to be prioritized while change management and training designs should be customized to personnel profiles.
Incentivizing green habits and introducing gamification fosters positive behavior shifts. Time-bound goals and continuous performance monitoring keeps the momentum going. Addressing change resistance through empathy and two-way engagement rather than directives ensures sustainability. Appreciation of early adopters and champions further reinforces desired culture. With employees experiencing benefits like enhanced productivity and control first hand, managed print transformation gets streamlined.
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About Author-
Vaagisha brings over three years of expertise as a content editor in the market research domain. Originally a creative writer, she discovered her passion for editing, combining her flair for writing with a meticulous eye for detail. Her ability to craft and refine compelling content makes her an invaluable asset in delivering polished and engaging write-ups. (LinkedIn: https://www.linkedin.com/in/vaagisha-singh-8080b91)
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