Cutting down on operational inefficiencies is a never-ending concern of any business. Small office expenses, be they leaky pipes, or lights left on after closing, can slowly add up and become the death by a thousand cuts. In the case of inefficient office printing, a thousand papercuts. Managing an entire print fleet is a challenge in itself, which is why so many growing businesses outsource this role to a company that specializes in Managed Print Services. It’s a partnership more than a product, and a vital one to keep costs low and business running smoothly.

The bottom line, it’s a must-have service for any growing business. This article will explore just why.

What’s a Managed Print Services?

The growing popularity of Managed Print Services (MPS) indicates their indispensable role in the modern workplace. In fact, the entire industry was estimated to be worth $44.4 billion in 2022 alone.

When you sign up for an MPS, you’re investing in a long-term partnership rather than a once-off solution. The company you partner with will tailor a holistic solution that matches the specific needs of your business and its print fleet. This involves everything from initial setup to ongoing maintenance.

Every MPS solution will focus on the following:

  • Device management: All copiers, scanners, and printers in your fleet need to be properly installed, regularly maintained, and occasionally replaced. A Managed Print Services takes this all into consideration.
  • Toner replacement: Replacing worn-out cartridges and toner drums is a constant headache for any business and is the most frequent reason an MPS company makes a service call to the office. This price may be included as part of the rental agreement.
  • Offsite monitoring and security: Modern printers and copiers come not only with local network capabilities but wireless features too. This is convenient but leaves them vulnerable to infiltration through hacking attempts. The MPS provider will monitor the status of the print fleet externally and regularly provide system and security updates to all machines.
  • Regular reporting: Accurate data collection from a printing fleet is essential to analyzing print fleet expenses and addressing any weak spots. The MPS provider will monitor print stats like print trends, volume, supply management, and more to ensure nothing is unaccounted for.

Why Do I Need a Managed Print Services?

Sure, forming a long-term agreement with another service provider may seem like yet another unnecessary business expense to a growing business, but the rewards will soon be apparent. You may need an MPS if your business suffers from the following:

  • The software of your print fleet is outdated or non-compliant, leaving it open to software glitches and cyber-attacks.
  • Your print fleet is tied to different payment plans and managing these various rentals and leases is becoming complicated.
  • There are too many printers and copiers to effectively manage throughout the workplace.
  • You frequently find yourself running short of printing supplies and have no place to store them either.
  • Frequent breakdowns and malfunctions grind your workplace productivity to a halt.
  • Repair schedules are infrequent and take several days to complete, resulting in thousands of dollars of lost revenue.
  • You lack a reliable way to analyze the usage of your print fleet and its month-to-month expenses.

Most of these issues can’t be resolved with a single fix. They require a long-term commitment and a dedicated eye to stay resolved. Your business has more important things to worry about, so rather make it the business of an MPS provider.

Forming the Best Partnership Possible

Any Managed Print Services begins with a thorough analysis of a company’s current print fleet, its current condition, and output. From there, the provider can tailor a solution that works best for the business.

The service level agreement (SLA) is the document that formalizes the entire deal. It’s signed and agreed to by both parties and carefully details the roles, coverage, and responsibilities of both.

While both groups bring something to the agreement, it’ll ultimately be the MPS provider that plays the biggest role. As such, choosing the right one for your business makes all the difference. When looking for a MPS partner, keep the following in mind:

  • Your business – It’s important to understand the needs of your business and print fleet. Every business will differ, so factor in your organization and fleet’s size, print volume, current condition, growth goals, etc.
  • Budget – Your monthly spending amount will likely be a deciding factor in your choice of partner, but don’t let it be the only one. You get what you pay for. Also consider additional extras included in the print service (paper replacement, monthly print use) and decide whether or not you need them.
  • Reputation – Look for established companies in your area. Local companies know the landscape and needs of a town or city best. Check online ratings and ask colleagues for partner recommendations.
  • Compliance – Data protection and privacy are of growing importance. A good partner will be aware of local laws and statutes and ensure your business’s compliance in all aspects. Ask prospective partners to supply their compliance frameworks.

Reaping the Benefits

With the right service level agreement in place, the MPS provider can begin to streamline your print fleet and manage excessive costs:

  1. It begins with an analysis of your entire fleet, schedule, and systems and the identification of areas that need attention or future improvement.
  2. With these findings, they’ll design a tailored, holistic solution for your business and whatever it needs.
  3. The solution will then be implemented, with frequent observation to iron out any unforeseen hiccups.
  4. From there, the MPS provider will remain on hand for maintenance, supply, and updates of your fleet.

Right away, you’ll start to see the benefits of this effective organization. This includes:

  • Better access to top-of-the-range printers when your old ones finally fail
  • A more accurate idea of your monthly print expenses and trends over a longer period
  • Lower, overall costs through efficient management and preventative maintenance
  • No more need to hunt down paper, toner, and other supplies
  • Dedicated support in place for any mishaps
  • More robust network security systems in place and constant monitoring
  • Long-term training and upskilling of business employees to better manage the fleet
  • Access to the latest technology, like wireless printing capabilities

The Right Partner to Manage Your Printing Needs

It may seem costly at first, but Managed Print Services are an investment and a partnership that pays for itself time and time again. The right partner and SLA will save you time, money, and endless frustration.

And if you’re looking for the perfect partner in and around San Francisco, then look no further than Golden Gate Office Solutions. We’ve been proudly serving the Bay area since 1983, and have both the expertise and skills to tailor an MPS that’ll ensure the efficiency of your print fleet.