Printing isn’t cheap.
Consider the statistics. Most organizations spend up to 3% of their annual revenue on printing, but implementing a managed print program can reduce your overall printing costs by up to 30%.
With cost savings on the line, many companies are analyzing their current print infrastructure to find ways to make their ecosystem more efficient. Streamlining their printing with managed print services optimizes operations and reduces costs—a win-win.
What services should you look for in a managed print program? Let’s dive deeper into the top ten services to look for in an ideal program.
What is a Managed Print Program?
Managed Print Services (MPS) is a continuous process of optimizing how an organization uses its fleet of printers, copiers, and other document devices. When an organization considers investing in an MPS program, a prospective provider will evaluate the current state of printing processes, make recommendations for improvements, and deploy strategies to optimize document flow.
The overall goal of a managed print program is to look at the complete life cycle of documents to optimize cost and efficiency while strengthening security. Within this strategy, there is a range of services companies and industries may require.
What Services Should Be Included in a Managed Print Program?
This list includes our recommended top ten services to look for in an MPS program. Let’s explore each in more depth.
1. Simplified Purchasing Process
A fast-paced business shouldn’t waste time managing vendors and organizing purchase orders. An MPS program streamlines the procurement of printing supplies and equipment, eliminating the hassle of multiple vendors and complex orders. With a centralized platform, clients can easily order what they need (regardless of vendor), when they need it, ensuring uninterrupted workflow.
2. Print Management Software
With technology on their side, companies can eliminate the guesswork of printing usage, material needs, and security. Advanced print management software optimizes printing resources, tracks usage, allocates costs accurately, and ensures the security of your printing fleet. It also provides valuable insights into printing behaviors, enabling businesses to implement cost-saving measures.
3. Remote Fleet Monitoring and Reporting
Let the stats inform your decision-making and cost allocation. With a MPS program, clients benefit from real-time monitoring and reporting of their printing fleet. This remote oversight ensures proactive maintenance, minimizes downtime, and identifies areas for optimization, ultimately reducing operational costs.
4. User and Cost Management
Easily manage onboarding and existing employee needs and costs. Comprehensive print programs allow organizations to control access, set print quotas, and allocate costs accurately. This ensures accountability and promotes responsible printing practices throughout the organization.
5. Automated Supplies Replenishment
Say goodbye to unexpectedly running out of ink or toner. MPS programs automatically monitor supply levels and trigger replenishment orders, ensuring that clients always have the necessary supplies on hand without overstocking.
6. Equipment Maintenance or Replacement
Taking a proactive approach to maintenance and replacement keeps businesses out of reactive mode. To minimize disruptions and extend the lifespan of equipment, managed print programs offer comprehensive equipment maintenance and replacement services when necessary to keep a company’s printing infrastructure operating at peak performance.
7. Help Desk Support
Managed print services should provide a help desk support team that is available to assist with any printing-related issues or inquiries. Here are some examples of what you may require of an MPS help desk support team depending on your specific business needs:
- Troubleshooting technical issues–specifically, experience with troubleshooting printing issues your organization experiences regularly
- 24/7 support
- Guidance on optimizing printing workflows
- Local team, or US-based support depending on time zone and daily needs
8. Installation Services
Leave the tech to the experts. When employing an MPS program, experienced technicians should handle the installation and setup of printing equipment, ensuring it integrates seamlessly into your existing infrastructure. Professional installation will minimize disruption to operations and speed up the integration process.
9. Ongoing Account Management
When partnering with a qualified MPS provider, expect dedicated account managers to oversee your printing needs, offer personalized recommendations, and ensure that you're getting the most out of your program–and this service should continue throughout your contract.
Providers should start with a print assessment to analyze the current state of their printing infrastructure and then build recommendations and strategies from there.
10. Print Security Services
Protecting sensitive information is a goal every company strives for. An effective MPS program should include robust security features to safeguard your printing environment from unauthorized access, data breaches, and malware attacks. From secure printing options to encryption protocols, these programs should enhance your overall security efforts.
Choosing the Best MPS Provider
No two MPS programs are created equal. Each provider offers different services based on their approach and expertise. The right MPS program can elevate profits and reduce headache-inducing inefficiencies.
From the initial assessment to ongoing management, Meridian’s number one objective is to ensure your organization experiences the cost savings and productivity gains a managed print program can provide.
Ready to dive in? Get in touch with a Meridian team member today.
