Managed Print Service Costs vs. In-House Printing: A Cost-Effective Comparison

While there’s nothing wrong with handling your organization’s printing operation on your own, it may not be the most effective solution—financially or otherwise. Moving to managed print services costsless than you might think when you factor in the price of ongoing maintenance, equipment costs, and the time commitment that comes with in-house management.

Understanding Managed Print Services

Managed print services (MPS) refers to an external service provider’s comprehensive suite of services to manage and optimize an organization’s document output process. The managed print services costs can vary depending on the scope of these services. The primary goal of an MPS provider is to save the client organization time, effort, and expense related to managing their print environment, enhancing productivity, and lowering overall printing costs.

What’s Included in Managed Print Services?

These are services like standard office systems, external print management software, cloud services, print finishing, print assessments, custom workflow integrations, integrated solutions, production print, managed voice services, recycle services, interactive displays, and enterprise content management. When you work with a managed print service, you outsource all your printing needs to experts who optimize and manage your print device environment.

The Benefits of Choosing MPS Over In-House Printing

Managed Print Services have several key benefits over traditional in-house printing solutions. To start, MPS can significantly cut down on managed print services costs. Unlike in-house printing, where organizations must invest in print equipment, consumables, and maintenance, an MPS provider takes care of these expenses as part of their managed print services pricing model. In addition to offering competitive pricing, these providers often use the economy of scale to their advantage to deliver cost-effective printing solutions. Moreover, their technical expertise and dedicated service can improve service coverage, reduce downtime, and enhance print production quality.

Furthermore, opting for a managed print service over in-house printing can significantly increase the efficiency and productivity of businesses. Managed print providers can often provide superior technology that offers custom workflow integrations and cloud services. MPS can also positively impact the environment as good MPS providers include recycling services as part of their offering. It’s a perfect fit for companies looking to enhance their corporate sustainability.

In-House Printing: Why Do Some Companies Still Use It?

While managed print services offer many benefits, some companies still opt for in-house printing. This is mainly due to the belief that maintaining control over the print environment enables faster adjustments to the print process and offers flexibility with print volumes. Indeed, in-house printing allows companies to handle their own equipment, maintenance, and consumables directly, providing them with complete control over the entire printing process—but are the trade-offs worth it?

Critical Components of In-House Printing

In-house printing involves three main factors: equipment, maintenance, and consumables.

The equipment typically includes multifunction printers, large-format printers, and photo scanners. Consumables include ink cartridges, paper, and other materials required for printing. Maintenance, on the other hand, involves the upkeep of the equipment—this can range from routine servicing to extensive repair work, which often requires professional assistance or even site labor.

Needless to say, these components all contribute to the total cost of operating an in-house print fleet, when you could instead opt for a more cost-effective and less time-consuming option.

Common Challenges With In-House Printing

Maintaining an in-house print environment can often come with its own set of challenges. For one, the cost of equipment, maintenance, and consumables can quickly add up, making in-house printing a costly endeavor for many businesses. Additionally, keeping up with the latest printing technology requires a significant investment of both time and money.

Another common challenge with in-house printing is managing print volume fluctuations. It can be difficult to accurately predict and manage print volumes without a proper print assessment. This can lead to inefficiencies and unnecessary expenses.

Lastly, businesses might find it challenging to maintain a steady supply chain for consumables if they handle printing in-house, causing potential disruptions in their printing operations.

A Cost-Effective Comparison: MPS vs. In-House Printing

While both printing options have their own pros and cons, managed print service costs are surprisingly affordable when all the factors are considered. Let’s break down the cost comparison of MPS versus internal printing.

When compared to the costs of managing a printer fleet on your own—such as maintenance and restocking supplies—managed printers are an effective printing solution. Discover how managed print service costs can save your business money in the long run.

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Direct Costs

When comparing managed print services costs to in-house printing, we need to take a deep dive into the direct costs involved. These typically include the cost of equipment, consumables such as ink and paper, and maintenance support. Traditional in-house printing often requires a substantial initial investment in equipment like multifunction printers, photo scanners, and large-format printers.

On top of that, consumables can prove quite expensive over time, particularly for companies with high print volume. Additionally, in-house printing requires ongoing maintenance, which is often costly and unpredictable.

In contrast, opting for managed print service costs often requires less upfront investment. Many managed print service providers include the cost of the print device itself in the service agreement, which spreads the cost out over time. Furthermore, a managed print services program typically will include maintenance as part of the agreement, making costs more predictable and manageable.

Indirect Costs

Indirect costs such as efficiency, productivity, and environmental impact can be significant factors when comparing managed print service costs to in-house print prices.

In-house printing, while seemingly convenient, can create inefficiencies and productivity losses. Issues such as printer downtime, supply chain bottlenecks, and time spent on equipment maintenance can all detract from an organization’s core business. On the other hand, good MPS providers can manage these aspects more effectively and offer features such as custom workflow integrations and external print management software that enhance productivity.

From an environmental perspective, managed print services can also help reduce waste and promote sustainable practices, such as recycling services for used consumables. These factors might not be immediately obvious, but they can have long-term cost implications and affect an organization’s public image.

Reliability and Manageability

Downtime can severely impact your business operations. In a traditional print environment, technical issues can result in substantial downtime, affecting productivity. However, a standard office system’s managed print service typically includes robust technical support, ensuring you quickly get your print environment back online.

In terms of manageability, an in-house printing setup can be hard to control, especially without a dedicated IT team. However, with a managed print service, control of the print environments is left in the hands of the experts, allowing you to focus on your core business. It’s also worth considering how manageable the change notification form requirements are for in-house printing compared to an MPS agreement.

In Conclusion: Making the Right Choice for Your Business

After directly comparing both options, managed print service costs are the better financial choice. However, there’s more to consider than money, and making the best decision for your business depends on your specific business needs.

Evaluating Your Organization’s Print Needs

The first step in making the right decision for your business is evaluating your organization’s print needs. This often involves a detailed print assessment, where you take a comprehensive look at your print device requirements, print volume, print coverage, and service coverage needs. This print assessment forms the basis for determining if your needs are better met by an in-house setup or by a managed print provider.

Assessing the Pros and Cons of MPS and In-House Printing

Once you clearly understand your print needs, it’s time to weigh up the pros and cons of MPS and in-house printing. Remember that both options have their strengths and weaknesses, and the best choice often depends on your specific situation.

For example, large organizations with high-volume printing might find that MPS costs are worth it for the improved reliability and manageability, not to mention the direct and indirect cost savings. On the other hand, small businesses with limited print needs might choose to stick with in-house printing, unless they find that managed print service costs are preferable to the time and effort that must be put into in-house operations.

Considerations When Transitioning From In-House to MPS

If you decide to transition from in-house printing to a managed print service, there are a few essential aspects to consider. Working closely with your chosen MPS provider is vital to ensure a smooth transition with minimal disruption to your business operations. You‘ll also need to consider your workforce’s learning curve for new print management software and be prepared for initial resistance to changing old habits. However, managed print services can provide a significant cost advantage in the long run and help streamline your operations.

If you’re ready to transition to a managed print service, be sure to work with a provider you can count on, like Superior Office Solutions.

Make the Switch to Managed Print Services With Superior Office Solutions

Superior Office Solutions emerges as the definitive answer if you’re still on the fence between in-house printing and a managed print service. Our commitment to delivering unparalleled value through customized printing solutions makes the choice clear and compelling. With a focus on cost-effectiveness and operational efficiency, our managed print services are tailored to meet the unique needs of your business.

By choosing Superior Office Solutions, you streamline your printing processes and elevate your overall productivity. Break free from the constraints of in-house printing, and let us be the catalyst for your company’s success in the dynamic realm of modern business.