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What Are Managed Print Services, and Why Do You Need Them?

Wizix TechManaged Print Services, Office Technology

If you’re looking to streamline your business, reduce operating costs, and enhance productivity, you need managed print services (MPS). A trustworthy MPS provider can offer all these benefits and more. But what exactly do these services include? And why are they so important? We answer both questions in more detail below. 

What Are Managed Print Services?

Managed print services are a comprehensive approach to optimizing the way your business prints and stores its documents. A specialized MPS provider evaluates your printer and copier needs, optimizes your document output, and continually manages your printer fleet. Outsourcing your print management helps lower costs, improve office productivity, and reduce the risk of equipment downtime. 

The MPS provider handles everything from supplying you with printers and copiers to sending you toner refills and providing maintenance and repairs. But MPS isn’t restricted to physical document organization. MPS providers can also help you optimize your digital file storage with a secure document management system (DMS). 

Five Key Components of Managed Print Services

1: Assessment

When you work with an MPS provider, the first thing they will do is conduct an in-depth assessment of your current print environment. They’ll evaluate your entire printer fleet, document workflows, and document management practices. Their goal is to identify areas of inefficiency and opportunities for improvement. 

2: Optimization

Next, the MPS provider will determine the best devices and the best placements for your particular needs. Optimizing your print environment may involve consolidating devices, upgrading outdated hardware, and introducing more efficient workflows or software to boost productivity. For example, if you have a printer, a copier, and a scanner, your MPS provider will probably recommend a multifunction printer to save space and money. 

3: Print Monitoring and Management

Managed print services rely on advanced software to monitor and manage your print infrastructure. This technology tracks usage, supply levels, and potential issues in real time. For instance, with the autoship supply program from WiZiX, we can remotely monitor your toner levels and deliver fresh cartridges before you run out. 

4: Security and Compliance

Whether you’re in healthcare, finance, or retail, protecting sensitive data is paramount for any business. MPS providers prioritize data security by implementing measures such as user authentication and data encryption. They can also ensure that your business stays compliant with the security regulations and standards for your industry. 

5: Remote Support and Maintenance

MPS providers offer remote support, reducing equipment downtime and ensuring the optimal performance of your entire printer fleet. Many issues can be resolved without on-site visits, saving time and resources. Managed print services also include scheduled preventive maintenance, so you can avoid unexpected breakdowns and costly repairs. 

Why Are Managed Print Services Important?

Managed print services can revolutionize the way you handle your print infrastructure. With increased efficiency, cost savings, and many other benefits, working with an MPS provider will help your business grow. 

Cost Savings

MPS providers help reduce office costs by optimizing your printing process and reducing paper waste and energy consumption. They can also help you consolidate your devices—fewer machines means lower maintenance and supply costs. 

Improved Efficiency

With optimized hardware and software, you can expect quicker print jobs, reduced downtime, and fewer disruptions. Streamlined processes and optimized workflows will free up time and resources, allowing your employees to focus on other critical tasks. 

Enhanced Security

Working with an MPS provider ensures peace of mind when it comes to securing sensitive information. Managed print services implement robust data security measures that comply with industry regulations, prohibit unauthorized access, and prevent security breaches. 

Sustainability

MPS providers can supply you with energy-efficient equipment that has eco-friendly features. They can help you reduce paper waste with digital document storage, and can even recycle your used toner cartridges. Managed print services will help you reduce your carbon footprint and demonstrate your company’s commitment to sustainability

Managed Print Services in the San Francisco Bay Area

Set your business up for success with managed print services from WiZiX Technology Group. We offer top-of-the-line equipment, streamlined document management, comprehensive service and maintenance contracts, and more. Give us a call at 888-977-4220 today to learn more about what we can do for your Bay Area business. 

 

Images used under creative commons license – commercial use (12/18/2023). Photo by Shridhar Gupta on Unsplash