Your company needs to Print and Copy, but how do you currently manage your fleet of output devices and printers?
For many small and medium-sized businesses (SMBs), this question can be an afterthought, and you don’t realize how important it is until you have someone actually assess your business print fleet and show you how much you are spending. (Most of the time is outrages numbers that can be brought down by more than 50%)
Printers and Multifunction Office Equipment are often considered a necessary but non-core aspect of doing business. Units are handling routine daily print and copy jobs as they come up, and IT or vendors can fix devices when they break. No big deal, right?
That is, until you realize just how much wasteful printing and device downtime can cost you. On top of the huge savings on toner, paper and device maintenance that naturally occurs from cutting unnecessary and accidental printing, getting your output environment under control can lead to gains in productivity, information management and security.
Choosing a print solution that complements your organization's needs and employee work requirements is very important, not only from a productivity standpoint, but also for your bottom line. When you look at the figures, considering your print options makes sense:
- Nearly 90% of companies don’t track print costs
- Document costs represent between 5-15% of revenue
- IT spends 15% of its time on printing issues
- Supplier agreements can reduce operating costs 20-30%
5 ways a Managed Print Service could Benefit your Organization.
#1 - EXAMINE YOUR PRINTING NEEDS
Although your IT Department may be capable of analyzing your print fleet, is it the best use of their time? An MPS provider has experience analyzing print fleets of all sizes. They also possess specialized knowledge in printer fleet consolidation methods to ensure your business implements the proper equipment at an affordable price. This analysis will consider all aspects of your business' printing needs including scanning, printing, copying and faxing.
#2 - REPLACE INEFFICIENT DEVICES
Managed Print Service providers can help you identify which machines are underperforming and replace them with more efficient devices. MPS providers are knowledgeable specialists that know the best printing devices available for your business needs and your budget. They'll consider things like your printing history and your business goals.
#3 - TRAIN EMPLOYEES ON NEW TECHNOLOGY
IT departments are often focused on their regular tasks. Training employees and fixing their printing problems isn’t their top priority and usually is the first task to get put on the back burner. Managed Print Service providers can assist in employee training and provide help desk support for print issues.
#4- AUTOMATED SUPPLY DELIVERY
Eliminate the need for ordering toner cartridges by entering into an MPS program. These programs can monitor your devices and automate shipment of toner based on when your machines run low. Keep your employees productive by eliminating equipment downtime caused by lack of supplies with an effective managed print services program.
#5 - MANAGE REMOTE PRINTING
With mobile printing, your employees will be able to print remotely from off-site locations, from any device. This could provide many improvements for your business. For example, an employee doesn't have to come into the office to print important paperwork and other employees don't have to spend precious time looking for the document to print for them. If your business supports a mobile print environment, MPS providers can help establish, maintain and provide troubleshooting support.
So, back to where we began: the question of managing your output devices. With so many benefits for effective fleet management available today, it may be time you ask yourself — or your IT department — some serious questions about how you approach monitoring and management. While every business and fleet has its own unique needs and challenges, I find these questions particularly helpful in identifying what you may need to address in your current fleet management infrastructure:
- How do you currently monitor and manage your fleet of output devices?
- Do you know the monthly print volumes for your entire fleet? Is that number in line with your devices’ projected capabilities?
- How do you manage print expenses? Do you bill back department budgets? If so, how do you track print expenses by department?
- How do you configure your fleet? Do you route jobs in a batch configuration, or device by device?
If you struggled to answer any of these questions — or if asking them made you wonder if there’s a better way to handle things at your company — it may be time to consider more robust fleet management.