Male hands using a low profile keyboard, overlaid with tech graphics.


How Do Managed Print Services Reduce Printing Costs?

July 3rd, 2023 by Function4

Learn how managed print services help in reducing printing costs

In today's fast-paced business environment, managing printing costs has become a significant concern for organizations of all sizes. From small businesses to large corporations, optimizing printing resources while reducing expenses is crucial for overall operational efficiency and financial sustainability. This is where Managed Print Services (MPS) come into play as a strategic solution.

Managed Print Services is an outsourced approach to print management that allows businesses to streamline their printing processes, optimize their printing infrastructure, and effectively reduce printing costs. By partnering with MPS providers, companies gain access to specialized expertise, advanced software solutions, and proactive support, enabling them to take control of their printing environment and make informed decisions that positively impact their bottom line.

How Do Managed Print Services Reduce Printing Costs?

Managed Print Services (MPS) play a vital role in reducing printing costs for businesses. Here are some key ways in which MPS achieves cost savings:

  • Print Infrastructure Optimization: MPS providers conduct a comprehensive assessment of a company's print environment, analyzing factors such as device usage, print volumes, and workflow patterns. Based on this analysis, they can consolidate devices, retire outdated or inefficient equipment, and strategically deploy printers where they are most needed. By optimizing the print infrastructure, businesses can eliminate unnecessary devices and reduce maintenance and supply costs.
  • Efficient Supply Management: MPS providers take over the responsibility of managing ink and toner supplies. They monitor ink levels in real-time and automatically replenish them as needed. This proactive approach prevents situations of overstocking or understocking, ensuring a continuous workflow without incurring unnecessary expenses on excessive supplies or emergency purchases.
  • Print Policy Implementation: MPS providers help businesses establish and enforce print policies tailored to their specific needs. These policies can include rules such as duplex (double-sided) printing as the default option, setting limits on color printing, and implementing user authentication for print jobs. By encouraging responsible printing practices and reducing unnecessary color usage, businesses can significantly cut down on paper and ink expenses.
  • Waste Reduction and Print Tracking: MPS providers employ print tracking software that allows businesses to monitor and analyze print usage. By identifying wasteful printing practices, such as unnecessary prints, misprints, and abandoned print jobs, organizations can implement measures to minimize waste and reduce costs. Additionally, print tracking enables businesses to allocate printing costs to specific departments or individuals, promoting accountability and encouraging conscious printing behavior.
  • Proactive Maintenance and Remote Monitoring: MPS providers leverage advanced software tools to remotely monitor printers and proactively identify potential issues. By conducting regular maintenance, addressing minor problems promptly, and avoiding major breakdowns, businesses can minimize downtime and reduce repair costs. Additionally, remote monitoring allows for efficient fleet management, optimizing the performance and lifespan of printing devices.

Essential Aspects of Managed Print Services

  1. Print Assessment and Optimization: Managed Print Services providers conduct a thorough assessment of a company's printing infrastructure, analyzing device usage, print volumes, and workflow patterns. This evaluation allows them to identify inefficiencies, consolidate devices, and strategically optimize printing resources for maximum cost-effectiveness.
  2. Supply and Inventory Management: One of the primary cost-saving benefits of MPS is efficient supply and inventory management. MPS providers take charge of monitoring ink and toner levels, automatically replenishing consumables when needed, and minimizing wasteful overstocking or understocking of supplies. This proactive approach ensures a continuous printing workflow while eliminating unnecessary expenses.
  3. Print Policy Implementation: Managed Print Services assist in establishing print policies tailored to the organization's specific needs. By implementing rules such as duplex printing, color restrictions, and setting default print settings to black and white, MPS helps reduce unnecessary color printing and encourages employees to make conscious choices that align with cost-saving objectives.
  4. Enhanced Security and Reduced Waste: MPS providers implement security measures such as secure print release and document tracking, minimizing the risk of sensitive information falling into the wrong hands. Additionally, they can help identify and eliminate wasteful printing practices, such as unnecessary prints, misprints, and abandoned print jobs, leading to substantial cost reductions and environmental benefits.
  5. Predictive Maintenance and Remote Monitoring: Managed Print Services leverage advanced software and monitoring tools to proactively detect and address potential issues in printing devices before they become major problems. By conducting regular maintenance and by remotely monitoring devices, MPS providers can reduce downtime, improve device lifespan, and minimize repair and replacement costs.

By embracing Managed Print Services, businesses can gain control over their printing environment, optimize resources, and ultimately reduce printing costs. As we delve deeper into the topic, we will explore real-world case studies and practical examples highlighting the tangible benefits of implementing MPS strategies.

If you're looking for more information on how managed print services reduce printing costs, contact us today.

Posted in: Document Management

Function4 serves Houston, Beaumont, Paris, and the surrounding areas.