What Are Managed Print Services?
Print management can be a complicated process. You need to keep track of paper usage, ink and toner levels, and your printer lease payments, and you also need to be aware of hidden costs like electricity usage and wear and tear. If your business has an entire printing fleet, this management process becomes even more complicated. That’s where managed print services (MPS) come in.
MPS programs are designed to help you streamline your business’s printing environment, from printers and copiers to scanners and fax machines. They also monitor your printing fleet and proactively catch issues before they become disruptive to your business. Despite these benefits, many business owners reject managed print services programs. Below, we’ll explore some of the most common managed print services myths and debunk them.
Debunking Common MPS Misconceptions
Myth #1: MPS Integration Is Time Consuming and Disruptive
Many business owners turn away from MPS programs because they believe that integrating them into their business processes is too time consuming and disruptive to the flow of business. They push it off and push it back, claiming that they’ll get to it later, when they really need it now. Doing this means they are unable to reap the benefits of managed print services in a timely manner, if at all.
In reality, integrating an MPS program into your business is rather simple. A reputable MPS provider assesses your current print environment and identifies ways to improve it. New hardware and software is then integrated quickly and seamlessly into your business without disrupting your workflow.
Myth #2: Managed Print Services Are Not Cost-Effective
Many business owners also assume that MPS programs are too expensive and not worth the investment. They don’t think it’s worth paying someone else to manage their supplies, perform printer maintenance, and monitor their devices when they could do it themselves. This prevents them from experiencing the many managed print services benefits and can even create more problems for their business.
MPS programs are a proven method for cutting operational costs. In fact, it’s estimated that businesses can save up to 30% on their printing costs by partnering with an MPS provider. MPS providers achieve this by minimizing downtime and printing disruptions, integrating cost-effective print devices, and reducing the amount of money business owners spend on printing supplies like ink, paper, and toner. They are, in fact, well worth the investment.
Myth #3: All MPS Providers Have Similar Programs
It may seem like there’s a lot of overlap between providers. That said, you may think you can partner with whichever one you come across first. After all, you’ll get the same service, right?
Not really. Managed print services can actually vary widely between providers. For example, some providers may place more emphasis on print security than others, and some providers might not offer procurement and supply management services. These differences can drastically affect your print environment, so it’s important to find an MPS provider that offers services that are most conducive to your business’s needs.
Myth #4: MPS Make You Purchase All-New Devices
Often, business owners shy away from MPS programs because they assume that their provider will make them purchase an entirely new fleet of print devices. This misconception ties into how much they think the MPS program will cost.
Your managed print provider won’t make you purchase a whole new fleet. Instead, they’ll assess your workplace environment—your print volume, existing devices, and workflow—and determine the best print solution for your business. They might recommend that you purchase or lease new print devices, but only if they believe it will benefit your business in the long run. Again, an MPS program is designed to streamline your printing environment and cut operational costs, not complicate things.
Myth #5: MPS Is a One-Time Solution
Another common misconception about managed print services is that they are a one-time solution. Many business owners believe that their MPS provider will offer a superficial solution and then be on their merry way. In reality, MPS programs are a long-term solution.
Like many pieces of technology, print devices eventually become outdated, obsolete, or require replacement. With an MPS program, your provider can anticipate these changes and recommend proactive solutions. Moreover, it’s likely that your printing needs will change down the road as well. Your print volume may go up or down, and your MPS provider will be able to determine the optimal printing solution should things change.
Myth #6: Paper Is Obsolete
Many companies think the future will be entirely digital, negating the need for printed documents. While many business processes have already shifted online or to the cloud, many companies still heavily rely on physical documents for employee onboarding, record keeping, and invoicing.
So, no, paper is not obsolete. It’ll stick around for quite some time. To aid in the process of digitization, however, some MPS providers also offer document management services. These services help you organize large volumes of documents, making the printing process easier and more intuitive down the line.
Find Your Superior Print Management Solution
Although there are many misconceptions about managed print services, it’s clear that they provide an array of benefits for your business. From cutting costs to optimizing your print environment, they provide the support that your business needs to stay ahad.
If you’re looking for managed print services near you, contact Superior Office Solutions. Our print management will ensure that you’re getting the most out of all of your print devices.
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