As businesses strive to gain a competitive advantage, one of the key strategies they can employ is improving their efficiency and productivity. Why does this matter? Companies lose 20 to 30 percent of their annual income to inefficiencies, according to IDC – a global market intelligence firm. To put it simply, whatever industry you are in, productivity and efficiency are the keys to success in today’s market. The ability to produce high-quality documents at an affordable price with minimal error and turnaround times is the mark of a successful company. Read on to find out more about the role managed print services play in increasing efficiency and productivity.
What is Print Fleet Management?
Print fleet management is the process of keeping track of all the printing equipment in an organization. This includes the number of printers, copiers, fax machines, scanners, etc. It helps to ensure that the jobs are getting printed correctly, that the quality is good, and that the costs are reasonable.
It can also help to identify which printers are being used too much or not enough, and what kind of paper they’re using. This can help to optimize the print jobs and to make sure that you have the correct amount of inventory.
Why is this important? It’s very simple: if you have too many printers, it’s hard to keep track of them all. If you don’t have enough printers, it’s hard to find the right one to print a document.
If you can’t keep track of all the printers in your organization, it’s hard to determine how often they need to be replaced or repaired. Fleet management helps you to keep track of the printers, their serial numbers, and their status. It allows you to easily manage the maintenance and repair of your fleet. It helps you to easily identify which printers are being used too much or not enough, and what kind of paper they’re using.
How Can It Help Increase Efficiency and Productivity?
Organizations are under constant pressure to do more with less and become as efficient and productive as possible. Managed print services can help increase efficiency and productivity in several ways:
- By reducing the number of printers, copiers, and fax machines needed, managed print services can save valuable office space. This also simplifies maintenance and support, which can further boost efficiency.
- Managed print services can help eliminate paper waste by automating print job workflow and enabling employees to print only what they need when they need it.
- By giving employees access to mobile printing capabilities, managed print services can allow them to print from anywhere at any time – increasing their flexibility and productivity.
- An MPS can provide real-time visibility into an organization’s print environment, allowing for proactive management and optimization of resources.
- MPS can help reduce IT burdens by consolidating print infrastructure and automating tasks such as updates and security patching.
- With managed print services, you can also implement document digitization or the process of converting paper documents through scanning which involves creating a digital image of the paper document. You can use this image to make searchable PDFs, edit and store the image as an object in the database, or even create a new document based on the image. The most significant benefit of this process is the ability to use your documents for more than one purpose.
Overall, implementing a managed print solution can have a significant impact on an organization’s efficiency and productivity – helping them to better meet the demands of the modern business world.
What to Avoid When Implementing Managed Print Services in Your Organization
Hiring a managed print service provider can be a great way to increase efficiency and productivity. However, there are several potential pitfalls to avoid when implementing it. To get the most out of your printer fleet management services, here are some of the most common pitfalls you should avoid.
Not Defining the Goals or Objectives of the MPS Implementation
Before starting the implementation process, it is important to define the goals and objectives of adopting managed print services. What are you trying to achieve with the MPS? What specific benefits do you hope to see? Without a clear understanding of the goals and objectives, it will be difficult to measure the success of the implementation.
Not Assessing Current Printing Infrastructure and Workflows
An important part of any MPS implementation is assessing the current printing infrastructure and workflows. This assessment should identify areas where improvements can be made that will help meet the goals and objectives of the MPS. Without this assessment, it is difficult to know where to start with the implementation or what changes need to be made. Luckily, your MPS provider can help you assess your current printing infrastructure and workflows.
Not Communicating with Your Staff
Another potential pitfall is failing to communicate with all the staff throughout the implementation process. It is important that everyone involved understands what is happening and why certain changes are being made. Without proper communication, there can be confusion and resistance to change.
Not Properly Training Employees on New Workflows or Systems
If employees are not properly trained in new workflows or systems, there can be a lot of confusion and frustration. It is important to provide adequate training in how to use the new managed print solution as well as any related systems or workflows that may be changing.
Not Having Proper Support in Place
Finally, it is important to have proper support in place both during and after the implementation process. This support should include someone who can answer questions and help troubleshoot any issues that may arise. An MPS provider should also be able to provide any needed technical assistance, as well as help you identify potential issues that might arise.
Conclusion
The most important thing to remember is that it’s not about the technology, but rather the benefits that the technology provides. Contact a reliable managed print service provider if you want to learn more about how printer fleet management services can further benefit your organization.