In today’s fast-paced business environment, companies are constantly seeking ways to improve operational efficiency, cut unnecessary costs, and streamline workflows. One area where significant savings and productivity improvements can be made is through Managed Print Services (MPS) combined with photocopiers. MPS is an outsourcing solution that optimizes and manages a company’s print infrastructure, including printers, photocopiers, and document workflows. By partnering with an MPS provider, businesses gain greater control over their printing activities, reduce their environmental impact, and save both time and money.
What Are Managed Print Services (MPS)?
Managed Print Services is a comprehensive solution that involves the assessment, optimization, and ongoing management of a company’s entire print environment. It goes beyond just managing printers and copiers; it involves monitoring document workflows, identifying inefficiencies, and deploying the best technology solutions tailored to the business’s unique needs.
MPS includes:
- Assessment and Audit: A detailed analysis of the company’s current print infrastructure, usage patterns, and print-related costs.
- Optimization: The implementation of improved printing devices, software, and document management processes to reduce waste and inefficiency.
- Management and Support: Ongoing monitoring, proactive maintenance, and supply management to ensure optimal performance and minimal downtime.
How MPS with Photocopiers Saves Time and Money
1. Cost Reduction Through Efficient Resource Management
One of the primary ways MPS helps businesses save money is by optimizing print resources. Many companies are unaware of how much they spend on printing—between paper, ink or toner, maintenance, and electricity consumption, these costs can quickly add up. According to industry studies, companies can reduce their printing costs by as much as 30% through the implementation of an MPS solution.
MPS achieves this by:
- Consolidating devices: Many businesses use multiple standalone printers, scanners, and copiers, which increases maintenance costs and inefficiency. MPS providers often recommend consolidating these devices into multi-functional printers (MFPs) or photocopiers that handle printing, scanning, copying, and faxing all in one, reducing hardware costs and energy consumption.
- Standardizing supplies: MPS monitors usage and automatically orders supply like toner and paper when needed. This ensures businesses are not overstocking or running out of crucial materials, reducing waste and preventing costly delays.
- Reduced need for IT support: Photocopiers and printers often break down, requiring time and resources from the IT team. MPS providers handle maintenance, repairs, and troubleshooting, freeing up IT personnel to focus on more critical tasks.
2. Increased Productivity Through Workflow Optimization
Managed Print Services go beyond hardware management to address document workflows and printing processes, significantly improving employee productivity. An optimized print environment ensures that workers spend less time dealing with printing issues and more time focusing on core business activities.
MPS improves productivity by:
- Streamlining document workflows: MPS providers analyze how documents flow within the organization and suggest improvements. This could involve automating document routing, digitizing paper processes, or integrating cloud-based printing, which enables employees to print from any location.
- Reducing downtime: With proactive monitoring and regular maintenance, MPS providers can detect and address potential issues before they become significant problems. This means less downtime for photocopiers and printers, minimizing disruption to the workplace.
- Remote print management: In a hybrid work environment, employees need the flexibility to print documents from anywhere. MPS offers cloud-based print management, allowing workers to send documents to networked photocopiers from their home office, mobile device, or even while traveling. This flexibility boosts productivity and reduces delays.
3. Sustainability and Reduced Waste
Modern businesses are increasingly concerned with their environmental impact. Printing contributes significantly to office waste, with paper usage, energy consumption, and disposal of cartridges or toners being major contributors. MPS helps companies become more eco-friendly by implementing sustainable practices.
Sustainability improvements through MPS include:
- Paper reduction: MPS promotes the use of duplex (double-sided) printing, digital archiving, and electronic document workflows. These practices help businesses reduce paper usage, leading to lower costs and less environmental waste.
- Energy-efficient devices: MPS providers recommend and install energy-efficient photocopiers and printers, many of which have energy-saving modes, automatic shut-offs, and lower power consumption. This reduces energy bills and supports corporate sustainability goals.
- Recycling programs: Many MPS providers offer toner and cartridge recycling programs, ensuring that waste materials are properly disposed of and reused, further reducing the company’s environmental footprint.
4. Improved Security and Compliance
Data security is a critical concern for businesses, and printing can be a weak link in the chain. Sensitive documents left at printers or copiers can lead to data breaches, and unmonitored print networks are vulnerable to cyberattacks. MPS addresses these risks by implementing robust security measures for photocopiers and printers.
Key security benefits of MPS include:
- Secure printing: With features like pull printing or PIN authentication, documents are only printed when the user is physically present at the photocopier. This eliminates the risk of sensitive documents being picked up by unauthorized personnel.
- Data encryption: MPS providers ensure that print data is encrypted both in transit and at rest, protecting confidential information from being intercepted or accessed by hackers.
- Compliance: Many industries, such as healthcare and finance, have strict regulations governing the handling of sensitive documents. MPS helps companies comply with these regulations by implementing secure print and document management processes that ensure data protection.
Also Read: Top Security Concerns in Printing and How Managed Print Services Address Them
5. Scalability and Flexibility
As a company grows, its printing needs will inevitably change. One of the advantages of MPS is its scalability—it can easily adapt to the business’s evolving requirements. Whether the company needs to add more devices, integrate mobile printing, or expand to new locations, MPS providers can customize solutions that grow with the business.
- Adaptable contracts: MPS providers offer flexible contracts that allow businesses to adjust their print infrastructure as needed. This ensures that companies are only paying for what they need and can scale up or down without incurring significant costs.
- Tailored solutions: Every business has unique print needs. MPS providers tailor their services to align with the specific demands of different industries, ensuring that the solution fits perfectly with the company’s operations.
Conclusion
Managed Print Services with photocopiers offer a comprehensive solution for businesses looking to reduce costs, improve efficiency, and enhance document security. By optimizing print resources, improving workflows, and reducing waste, MPS helps companies save both time and money. Additionally, the scalability and security features of MPS ensure that businesses can grow and adapt without sacrificing productivity or data protection.
In today’s competitive business landscape, investing in an MPS solution is not just a way to save money—it’s a strategic decision that enhances overall operational efficiency, supports sustainability efforts, and protects critical business data. For companies looking to take control of their print environment and reduce unnecessary expenses, Managed Print Services with photocopiers offer a clear path to long-term success.