As a business owner or office manager, one of your top priorities is to plan and budget for systems that create the most efficient work environment possible. The highest profile areas, such as sales or customer service departments, are likely to get the most attention. However, over time, there is one business function that tends to be overlooked yet can account for up to 10% of your overall budget: your print environment.

Printing is not as simple as pushing a button on your computer screen. You must have the right equipment for your needs, the correct supplies, the ability to coordinate across desktop and mobile devices, and a quick resolution plan for troubleshooting. Optimizing your print infrastructure will save money, increase efficiency and reduce waste.

However, the planning and continued process improvement required in this area can be daunting to tackle alone. While your IT department may be capable of resolving some print issues, working with experts through a managed print service (MPS) program will guarantee cost and time saving benefits. In fact, according to the tech experts at Ingram Micro, implementing MPS can save a company up to 30% in printing costs without changing existing office procedures.

A Managed Print Service provider takes a proactive approach to your print environment. You will be able to simplify and optimize your infrastructure through a three-step process.

#1 – Assessment

A MPS provider can analyze your printing needs and capabilities based on current usage. This initial assessment will track prints made, supplies used, and overall equipment functionality. Most companies do not regularly maintain these records, often resulting in emergency situations when printers go offline. This detailed report is the first step toward gaining control of both hard costs and the inevitable costs associated with employee downtime.

#2 – Optimize resources

MPS providers are experts at making the most of your infrastructure. They can analyze print fleets of all sizes and have specialized knowledge of printer fleet consolidation methods. Under-performing machines will be identified and recommendations made for more efficient replacements. A MPS provider can help reduce inefficient local printers and streamline printer placement. Most importantly, a MPS specialist evaluation will match the best printing devices to meet your specific needs and budget.

#3 – Proactive maintenance

MPS programs enable you to consolidate costs and gain predictability over your print infrastructure. Without surprise maintenance or costs, you have the ability for consistent and planned investment. Typical MPS programs regularly monitor your devices and automate shipment of toner when machines run low. Which means that your employees remain productive when printer downtime, due to lack of supplies, is eliminated. Should the need arise, you have access to an on-demand help desk and, if necessary, an immediate service call is made by an expert who knows your company.

Bottom Line

Once a managed print service plan is in place, you will see significant upfront operational savings. Optimized devices, an automated workflow and a single view across your print system provides a window to control support costs and consumables inventory that wasn't previously available. MPS is a solution worth investigating to close the gaps in your overhead costs and make the most of your investments.

Call Dan Heimler, Sales Director at University Office Technologies, at 734-434-5900 or click here to help your SE Michigan business maximize your return on investment and streamline your internal processes.