What is a Managed Print Service?

Managed Print Service: A Comprehensive Guide

What is a managed print service?

A Managed Print Service or MPS refers to the outsourcing of your business’s print infrastructure to a third-party such as Rawson Digital. Utilising a managed print service will allow your business to focus on core operations while maximising efficiency with optimised workflows, and reducing print costs and paper wastage.

Key aspects of a managed print service

If you’re looking for managed print services for your business there are a few key components you should ensure your chosen service offers:

• An in-depth review of your current print usage evaluating what is being spent, allowing the correct improvements and device choices can be made.
• The management and maintenance of your fleet, this includes servicing of all devices, maintenance when required and the upgrading of devices.
• Ongoing reporting and tracking of your print costs and the identification of any opportunities for you to further save on your costs.
• The implementation of security measures which will protect any sensitive data and allow you to remain compliant.

Benefits of managed print services

Choosing to implement a managed print service at your business will provide a few benefits which will help your business not only perform better but also reduce your costs.

Cost Reduction

A managed print service provider such as Rawson Digital will look at your business’s current print environment and assess any opportunities that may be available to reduce your costs. We at Rawson Digital will use the following:

• Reducing your paper and toner waste through strict print policies set up by our expert team.
• Consolidating your existing print devices into a multifunctional device if possible, helping to reduce your energy consumption.
• Implement print tracking and reports along with user authentication, reducing unnecessary prints and unauthorised use of the print devices.

Enhanced Productivity

A managed print service will help improve your business efficiency via workflows:

• The automation of toner and consumable replenishment, removes the need of your employees having to monitor the device to ensure it remains fully stocked.
• We can monitor your device at all times and provide maintenance and regular servicing reducing any downtime.
• Integration with cloud-based document management systems allowing seamless access as well as remote access and built-in and custom automation options.

Improved Security

If your business specialises in print management then you’ll know security is a huge priority. Having a MPS will enhance security by:

• The implementation of swipe access to all print devices prevents unauthorised access, keeping your devices secure.
• Encrypting print jobs, allows the protection of sensitive data.
• Complete peace of mind that your devices comply with industry regulations and data privacy laws.

Managed Print Services With an Existing IT Infrastructure

If your business has an internal or outsourced IT infrastructure contract a managed print service can be integrated seamlessly. You could even reduce your current IT costs as an MPS will take over the management of print devices, ensuring they connect with all existing systems across your entire business. This removes the need to have these monitored and serviced by your IT team.

Encouraging Sustainable Print Practices

Are you looking to make your business more sustainable and reduce your impact on the environment? Then a managed print service could be just what your business needs! We can help you achieve sustainability goals while also reducing your costs through:

• Duplex (double-sided) printing to reduce paper usage, standard on all MFP’s.
• We can set up and train staff to use digital workflows minimising paper dependency.
• Our service includes a recycling program for your used cartridges and outdated equipment.
• Every print device we offer has been selected for its excellent energy efficiency, ensuring your energy bills are reduced as the devices consume less power.

Selecting an appropriate managed print service provider

A managed print service is only as good as the provider and the after sales support they provide. Before agreeing to work with a service provider you should ascertain what their SLAs are, these should be clearly visible in any contract you’re being asked to sign.

Points to look out for are:

• Service request response times.
• Is proactive maintenance provided as part of your contract.
• Is the supply of consumables such as toner supplied.
• Is reporting and tracking of print usage and costs provided.
• Will security be included as part of the contract to ensure your business remains compliant.

What makes for an effective managed print service?

If your business is in contract how do you know its effective for your business? Well, there are some key metrics that you should be monitoring to ensure the effectiveness of your current contract:

• Have your print related costs reduced
• Do you find your prints are experiencing less downtime
• Are your employees more efficient e.g. your IT team may have more time to deal with business critical issues as opposed to printer device breakdowns.
• Has your environmental impact been reduced, do you find there is less waste paper in your recycling bins or your energy bills have reduced.

If you cannot answer yes to any or all of the above you might want to consider switching to a new managed print service provider. At Rawson Digital we can assess your current print needs and provide you with a solution that works for your business, reducing print costs, wastage and your energy bill.

So why not put us to the test and get in touch for your free print audit, in 90% of situations we can save you money even if you’re still in contract with your current provider.