Reduce Costs with Managed Print Services
December 1st, 2023 by Function4
Picture this: A bustling office with printers scattered in various departments, each churning out important documents at will. It's a chaotic scene that not only consumes a significant number of resources but also leads to an uncontrolled surge in costs. Suddenly, one of them stops working. You change settings, troubleshoot, and, in frustration, bang on its side, but nothing works. You have deadlines to meet, and time is running out.
This is where Managed Print Services (MPS) come to the rescue.
MPS isn't just about managing printers. It encompasses a holistic approach to handling a business's document output needs. Let's take a look at how it reduces costs:
Minimizes Employee Downtime
Employee downtime is a silent productivity killer in the workplace. It's the time when employees are not actively engaged in productive work, which can lead to decreased efficiency and increased costs for businesses.
MPS often includes user-friendly printing solutions. Employees can send print jobs more efficiently, choose settings that match their needs, and access documents securely, reducing the time they spend waiting at the printer.
In the event of a problem, MPS providers resolve issues remotely, minimizing the need for on-site visits. This quick response reduces the downtime caused by equipment malfunctions.
Helps Manage Daily Printing Costs
MPS providers analyze your current printing usage patterns, infrastructure, and associated costs. They provide a detailed overview of all the expenses involved, making it easier for you to identify areas where you can cut back.
For example, MPS providers recommend using a sans-serif font because the lines are thinner. They adjust settings to eliminate ink misting or spitting at high printing speeds.
Ensures You Are Using the Right Number of Printers
MPS does not just offer transparency when it comes to cost; it also takes action to optimize your fleet of printers. For example, the average employee-to-printer ratio is 4:1, but the optimal is 10:1. Not many companies operate by this rule, which leads to wastage in terms of energy costs, consumables, and maintenance.
Maintenance Is Not a Problem
Printers are fickle beasts. They often break down when you least expect it. The costs associated with emergency repairs and replacement of equipment can be substantial. To prevent this, MPS monitors printers remotely to detect any issues before they become major problems. This proactive maintenance not only minimizes downtime but also ensures that the printers work in optimal condition.
Holds Employees Accountable
In a workplace, it's not uncommon for employees to print unnecessary documents for personal use or use color printing for non-critical tasks. To prevent this, MPS can implement user-specific policies that direct them to make the right decision. Printing statistics can also be accessed to find out what document was printed and by whom.
Allows You to Implement Print Policy
MPS providers help establish print policies that are tailored to a business's specific needs. Rules, such as printing in black and white unless colored documents are required, duplex printing, and color restrictions reduce ink usage. Moreover, it encourages employees to follow cost-saving objectives.
Include key stakeholders in the development of the policy, including IT personnel, finance, department heads, and end-users. Each group will have different concerns and requirements when it comes to printing. Define limits on the number of pages each user or department can print.
To encourage responsible printing behavior, conduct training sessions to educate employees about the new print policy. Make sure they understand the guidelines, restrictions, and the reasons behind them.
Allows Accurate Budgeting
Printing is an overhead cost that often eats into your overall budget. MPS allows you to see how much you spend on printing monthly, assisting you in making the necessary changes. As a personal financial advisor, it optimizes resources by analyzing printing patterns, ensuring that you are not wasting paper and ink.
Streamlines Future Printing Needs
Ever spent hours researching printer models and comparing prices online? MPS streamlines this process. It helps you choose the right devices for your needs and often has partnerships that can save you money on hardware purchases.
In this age and day, businesses are readily adopting eco-friendly habits. This has become a necessity rather than a trend that reduces environmental impact by promoting sustainable printing practices. It suggests paperless workflows, energy-efficient devices, and recycling programs.
MPS is about making your budget work smarter, not harder.
Handover your printing responsibilities to Function-4 to run your business efficiently. The company is an HP Power Services Partner. Their Imaging Solutions also include copiers, high-volume inkjet printers, and more.
If you want to learn more about reducing costs with managed print services, contact us today.
Posted in: Managed Print Services