Printing is an essential business function that requires management and optimization. While traditional printing models require manual oversight, Managed Print Services (MPS) provide an outsourced solution to efficiently manage an organization's printing infrastructure. This article explores what MPS is, the key benefits it provides, and factors to consider when adopting an MPS program.
What are Managed Print Services?
Managed Print Services refer to third-party managed services that consolidate, optimize and support an organization's printing device fleet. Through an MPS provider, non-core printing tasks and responsibilities are outsourced, freeing internal staff to focus on core business functions.
An MPS provider will conduct a detailed print assessment and workflow analysis to understand how documents are generated and printed throughout an organization. They will then design and implement an optimized printing infrastructure tailored to the organization's specific needs. This often involves right-sizing the device fleet, standardizing on multi-function printers, and setting default configurations to encourage more efficient usage.
The Managed Print Services provider also takes over day-to-day management and support responsibilities. This includes supplies procurement and inventory management, helpdesk support, printer/copier maintenance and repairs, hardware upgrades, and monitoring performance metrics. Any new printing needs or requests are handled through the MPS provider as well. The goal is to simplify printing administration so it runs seamlessly in the background.
Key Benefits of Managed Print Services
Cost Savings and Predictability
There are significant potential cost savings when outsourcing printing to an MPS provider. Device procurement is eliminated along with supplies stocking/storage. Standardizing on a right-sized fleet and default settings drives down supplies usage and waste. Ongoing optimizations make savings compound over the contract period. Payment is also typically through a predictable monthly fee rather than unpredictable supplies expenditures.
Reduce Downtime and Delays
MPS providers assume responsibility for preventative maintenance, repairs, and service calls. Critical printers are back up and running faster to minimize workplace disruptions. New requests are fulfilled quickly to support business needs. Faster response also leads to higher user satisfaction.
Information Security
MPS providers implement security protocols and device configurations to safeguard confidential document printing. This reduces risk of accidental information leaks via unsecured public printers. Audit trails provide oversight of document flows as well.
Expertise and Innovation
MPS leverages an outside firm's extensive experience across multiple industries. Providers stay on top of new technologies and best practices to continually advise workflow improvement. Users benefit from the latest and most suitable devices, applications, and software without internal R&D costs.
Environmental Sustainability
Right-sizing the fleet, default settings, and regular optimization drives down paper, toner, and energy usage. Regular device replacements keep the installed base current and Energy Star certified. MPS programs help organizations shrink their printing carbon footprint over the long term.
Key Factors to Consider
When evaluating MPS providers and programs, key factors to scrutinize include:
- Assessment process and custom solution design fit for specific needs
- Certified technicians and 24/7 helpdesk responsiveness standards
- Contract terms and flexibility for future growth or downsizing
- Data security provisions, certifications, and auditing processes
- Performance tracking capabilities and reporting transparency
- Client references across industries for validation of quality and value
- Financial stability of the provider for longevity of relationship
The right MPS partner should understand the business, apply industry best practices, and seamlessly operate and optimize the printing infrastructure long-term. A comprehensive RFP and trial period is recommended to ensure a best-fit provider.
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