Today, small businesses need to stay efficient and keep costs low. Even something as simple as printing can impact productivity. As an owner, dealing with printer issues can be frustrating and disruptive. The solution? Managed Print Services (MPS). Let’s explore how MPS can transform your business.
What Is MPS?
Managed Print Services (MPS) means handing over the hassle of managing printers, scanners, and multifunction devices to experts, a third-party MPS provider. They take care of optimizing your printing setup, handling maintenance, restocking supplies, and even beefing up security. The goal? Save money and boost efficiency.
What Are the Signs Your Small Business Needs Managed Print Services?
Here are eight signs your business might need MPS:
Rising Printing Costs
MPS is a smart choice if you’re spending way too much on ink, toner, and maintenance without really knowing why.
Frequent Printer Downtime
You know it’s time for MPS when your team is always stuck fixing printers instead of getting real work done.
IT Staff Overloaded
Your IT team spends way too much time fixing printers instead of focusing on what really matters. With MPS, the provider takes care of all the fixes for you.
Unsecured printers
Without a clear policy on who can print, what they can print, and when, your printers are a potential security risk.
Uncontrolled Printing
Employees tend to overprint when there’s no way to track it. MPS fixes this by adding a monitoring system to keep printing in check.
Old or Inefficient Print Devices
Old, clunky printers slow everything down—efficiency, productivity, the works. That’s when it’s time to think about MPS.
Multiple Brands
Dealing with different printer brands and models can be a real headache to maintain and manage.
Lack of Print Strategy
If you don’t have a plan to streamline your printing, it drags down productivity. MPS steps in to optimize your printing setup and make everything run smoother.
What Are the Key Features of An MPS Program?
Here are the key features of an MPS program:
Assessment and Optimization
An MPS provider looks at your printer usage, costs, workflows, and any inefficiencies. From there, they suggest ways to improve things, like combining devices, standardizing equipment, and simplifying processes.
Regular Maintenance and Support
MPS offer regular maintenance and support to keep things running smoothly. This usually means remote monitoring, automatic restocking of supplies, and on-site tech help when needed.
Supply Management
A managed print services company keeps an eye on your toner and ink levels, automatically orders what you need, and delivers it before you run out—so you’re never caught empty-handed.
Printing Reports and Analytics
MPS program keeps track of print usage patterns and gives you reports and analytics to help fine-tune your printing setup even more.
Cost Reduction
One big perk of MPS is cutting costs. The reports and analytics include printing expenses, so MPS can spot areas where you can save.
Security
MPS program keeps your documents safe with features like user authentication, secure print release, and data encryption to protect sensitive info.
Environmental Sustainability
Another great thing about the reports and analytics is that they show you how to cut back on paper, energy use, and waste—helping your business shrink its carbon footprint.
Device Management
MPS simplifies things by identifying where to adjust devices, choosing the right printers, and deciding when to upgrade or replace them—all while managing your entire device fleet.
How MPS Streamlines Printing Processes for Small Businesses?
MPS makes printing easier for small businesses by:
- Optimizing device usage
- Automating supply replenishment
- Offering regular maintenance
- Boosting security
- Simplifying management
- Cutting costs
- Increasing productivity and efficiency
- Managing all your printers
- Keeping documents workflow
- Providing reports and analytics to help you make smarter choices
What Are the Benefits of Managed Print Services for Small Businesses?
For small businesses, MPS come with some awesome benefits:
- Cutting costs
- Improving efficiency and productivity
- Boosting security
- Sustainability
- Expert support
How Managed Print Services Help Small Businesses Save Money?
MPS can help small businesses cut costs and streamline their printing. Here are the top perks:
Lower Printing Costs
MPS helps cut printing costs by eliminating wasteful habits, using more efficient printers, and streamlining workflows.
Reduced Waste
MPS cuts down on paper waste by using double-sided printing and user authentication, so documents only get printed when they’re needed.
Fixed Monthly Expenses
With MPS, you don’t have to worry about surprise monthly expenses—it runs on a set budget every month.
Increased Productivity
With managed print service providers taking care of maintenance and repairs, employees can concentrate on more important tasks. They also handle ink and toner refills, keeping business operations running smoothly.
Energy Efficiency
MPS goes for the latest energy-efficient devices, and combining devices helps cut down on energy use even more.
Digitalization
MPS encourages using digital documents, which cuts down on paper use and helps save money.
How MPS Protects Sensitive Business Documents?
One great thing about MPS is how it boosts security for sensitive documents. Here are some of the security features it offers:
User Authentication
One handy MPS security feature is user authentication with things like PINs, ID badges, or biometric scans. This keeps unauthorized people from using printers or getting their hands on sensitive documents.
Data Encryption
Data encryption is a big deal in MPS security. It protects data by locking it down during transfers and when it’s saved on the device, so even if the device gets hacked, your data stays safe.
Secure Print Release
MPS has a secure print release feature, so documents only get printed when the right person is there and authenticates at the printer. This stops sensitive papers from being left behind in the tray.
Automatic Data Overwrite or Encryption
MPS has two ways to keep stored print job data safe: it can either wipe the hard drive or encrypt the data. This helps stop any data leaks.
Access Control
If you need to control who can print, copy, scan, or fax certain documents based on their role, MPS can set up access control. It’s a great way to keep sensitive documents secure.
Regular Software and Hardware Updates
Malware is a big risk, but keeping firmware and software updated helps fix vulnerabilities. MPS takes care of all those updates for you.
Auditing and Reporting
MPS can keep tabs on and log print activities, making it easier to spot and look into any security issues.
Secure Mobile and Cloud Printing
Mobile and cloud printing make things super convenient, but they can also open the door to security risks. MPS tackles this with encryption and user authentication to keep things secure.
Secure Document Disposal
MPS takes care of end-of-life security for devices by shredding and wiping hard drives, so your data stays protected even when the device is retired.
How Managed Print Services Improve Sustainability?
MPS shows its commitment to sustainability by focusing on:
Reduces Paper Waste
MPS makes printing smarter and greener with features like double-sided printing, print quotas, and user authentication to reduce paper waste. It also encourages digital copies for extra eco-friendliness.
Minimizes Energy Consumption
Simplifying the printing setup and process leads to better energy efficiency by getting rid of unnecessary devices and steps. It’s all about keeping things smart and efficient!
Implements Recycling and Waste Management
Manufacturers help out by recycling ink and toner cartridges, other consumables, and even taking back old devices. MPS backs them up in their recycling and waste management efforts.
How to Choose the Right Managed Print Services Provider?
Here are helpful tips in choosing the right managed print services provider:
Assess Your Printing Needs
Review your printing setup—how much you print, the devices you use, and the costs. Spot issues like paper waste, high costs, security risks, or downtime. Define your goals, and if needed, most managed print service providers can assist with your printing needs.
Look for MPS Provider
Look for an experienced managed print services company. Check reviews, client feedback, and recommendations. Ensure they can adapt to your changing needs and support your growth.
Evaluate Their Service Offerings
Different providers have different offerings. Choose one that aligns with your needs and goals.
Check Infrastructure Compatibility
Make sure the MPS solution works smoothly with your current IT setup, like networks and software. If needed, consider options like cloud-based or mobile printing solutions.
Analyze Pricing
Ask for a clear cost breakdown to make sure there aren’t any hidden fees. Then, compare the expected savings to what you’re currently spending.
Check Customer Support
Check out the provider’s technical support—see what they offer and how quickly they respond. Go for 24/7 support and fast response times if you can.
Ensure Sustainability
Make sure they provide energy-efficient devices, support recycling programs for toner and hardware, and promote digital workflows to cut paper waste.
Request a Trial
Request a trial to see how their service measures up and improves efficiency.
Deciding on the Right Provider
Check out several providers and narrow it down to the one managed print service provider that fits best.
How Managed Print Services Improve Small Business Productivity?
MPS improve small business productivity by:
- Reducing Downtime
- Cost Efficiency
- Enhanced Security
- Time Savings
- Optimized Workflow
Can MPS Work with Existing Printers and Equipment?
Yes, MPS can usually work with the printers and equipment you already have. Most providers support a mix of printers, copiers, and multifunction devices from various brands.
How to Start Managed Print Services?
To start a MPS business, follow these steps:
1. Assess
Evaluate customer print set-up.
2. Plan
Create a customized MPS solution that fits the customer’s setup perfectly.
3. Implement
Set up the hardware, software, and processes.
4. Manage
Keep an eye on the system, fine-tune it, and take care of regular maintenance.
5. Review
Regularly review the service and adjust as needed.
Final Thoughts
MPS can help your small business run smoother, boost productivity, and stay secure. It also cuts costs while being more sustainable and energy efficient. Just be sure to find a reliable and experienced managed print service provider to make it happen.