How a Managed Print Service can help your organisation.
A Managed Print Service (MPS) enables organisations to improve their efficiency, productivity and information security, typically by monitoring usage, replacing consumables and meeting the organisation’s printing needs. The features of managed print services offer many of the following benefits to organisations of all sizes large or small.
Here are some key benefits of managed print services:
Reduce costs and save money
Often the main reason many use an MPS is to reduce and control printing costs. An MPS provider will often look for ways to rationalise and consolidate your printers, inefficient single function technology can be replaced with multi-function devices. By combining printing, copying and scanning into one device, fleets can be streamlined, reducing the number of print-ready devices in use. Costs are visible and predictable, and you never have to worry about the expense of replacing ink and toners at different times across the business.
It may be counter intuitive to think it but an MPS can help you digitise your workflows and reduce the amount of paper you use and replacing them with new, streamlined processes based on digital technologies. Paper is often a symptom of problems within an organization. Paper-based processes tend to be slow, cumbersome, imprecise and inefficient. They have the effect of making information less agile and more difficult to transfer or exchange, which makes communication and collaboration more difficult.
Reduce your environmental footprint
An MPS will look at ways to prevent or discourage wastage whether that be print fleet optimisation, eco-print settings, restricting the use of colour by making black and white printing the default or pull printing, so that print jobs only print when actively requested from the printer. Through a combination of these right for your individual organisation you will reduce your environmental footprint through printing less paper, consuming less energy, generating fewer greenhouse gases and keeping waste out of landfills.
Improve your information security
Security is more important than ever for organisations, but for many the print network and the data they transfer is not given to much thought. MPS can give you greater visibility and control over the movement and use of information and documents in your organisation. Simplifying to one unified system allows you to set your own rules and make sure they’re being followed. Helping you control printed content through device security, pull print and user authentication. It can also improve your workflows and keep content in digital format where possible to avoid paper security concerns.
The right MPS provider can help your organisation be more efficient through the process of continuous improvement. Having the right software solution on your print network can mean you can use data to highlight areas to improve print usage by person or department or streamline document management and business processes. This can be the catalyst to encourage behavioural change among people who use printing services.
With improved data capture you can calculate the total cost of ownership of your print fleet, so you can benchmark improvements against competitors, industry best practice or your own historic costs.
Capita Workplace Technology is a leading provider of fully managed workplace solutions to the UK public and private sector, specialising in managed print, collaboration and workflow technologies. Our focus is on enhancing and improving information management, and in line with our core business values, we strive to deliver solutions that are open, ingenious, collaborative and effective.
Contact us if you would like to discuss how we can improve the way you work.