Managed Print Solutions Explained
Printing is an essential activity in virtually all businesses, creating the need for managed print solutions. Whether for office administration, finance, training, or another purpose, some form of printing will take place. This may amount to a few hundred to thousands of prints a month. Some businesses will have a single site, while others may have facilities nationwide. Varied requirements result in there being significant differences in the way specific businesses manage their printing activities.
Managed print solutions is a management system provided by some suppliers. These systems manage all aspects of an enterprise’s printing. This includes the procurement of consumables, maintenance on all equipment, and performance monitoring of devices, including faxes, scanners, and copiers. Managed print solutions may cover both in-house document output and printing outsourced to independent print-for-pay service providers. Managed print solutions are services provided by a third party to optimise a company’s document output and print requirements.
The implementation of MPS systems generally follows a sequence of steps, namely a needs assessment, complete or selective replacement of existing hardware, and the provision of the consumables, technical support, and parts required to keep the hardware operational (including existing third-party equipment and any new hardware should this be required). The managed print solutions (MPS) provider also monitors the total printer fleet to optimise the way it is being used and to track costs. The data provided by a MPS system allows for an in-depth view of all print-related activities, so that informed advice can be provided.
The Benefits of Managed Print Solutions
A MPS program allows for the consolidation of costs and simplifies administration by reducing the total number of different vendors that need to be managed. It also curtails unbudgeted-for maintenance and other ad hoc printing costs. Underperforming or redundant equipment can be identified and replaced with less costly, more efficient devices. By careful analysis and the application of years of experience in the printing environment, MPS providers can recommend which equipment will best meet the specific needs and budget of a company. An array of factors is taken into account from historical usage to planned business goals. Assistance with employee training and support for virtually any print-related issue will usually form part of a MPS system.
A provider will start with providing a comprehensive analysis of the existing device fleet. MPS providers will have considerable experience and expertise with regard to the analysis of print fleets of all sizes and compositions. They have specialist knowledge in printer fleet consolidation and optimisation and will ascertain what the most appropriate combination of equipment, at the best possible cost, will be. Thorough analysis will investigate all aspects of a business’ printing environment and provide a holistic solution.
Equipment will be rationalised and placed in the most conveniently accessible locations to improve workflow, maximise device usage, and minimise the number of devices required. The need for, and use of, smaller local devices, which are frequently less efficient and more costly than larger multi-user devices, will also be carefully considered. Small local devices that service one or two users are often not networked, which makes them difficult to manage. It is difficult to determine and control their usage and their total cost to the company.
MPS systems eliminate the need for the ordering of consumables, freeing up staff for other tasks. Device monitoring allows for the triggering of automated ordering and shipment of consumables when devices are running low. Productivity is significantly improved as devices are never unavailable due to a lack of essential consumables.
Selecting the Right Partner
Raydian is a recognised MPS expert with a proven track record in MPS implementation. We will give any company full visibility, and control, of its printing fleet. The level of control our systems provide allows for significant cost savings and substantial improvements in productivity. A MPS expert like Raydian can reduce your costs through in-depth monitoring, managing, and optimising of the total print environment.
Our systems will tailor the quantity and type of devices required to meet the unique needs of your specific business environment while seamlessly managing all the infrastructure employed. Call us today to save money, reduce your administrative workload, improve your productivity, and maximise your efficiency.