The Advantages of Outsourcing Managed Print Services

As a business owner, I’m always on the lookout for ways to streamline operations and increase efficiency. One method that’s caught my attention recently is outsourcing managed print services. It’s a strategy that’s gaining traction in the corporate world, and for good reason.

Managed print services can be a game-changer, offering a host of benefits that can revolutionize your business operations. From cost savings to improved productivity, the advantages are hard to ignore. But what exactly are these benefits, and how can they help your business thrive? Let’s dive in and explore.

Understanding Managed Print Services

Managed Print Services (MPS) isn’t about printers, and it’s not about documents. Primarily, it’s about understanding and taking control over the big picture, maximizing efficiency, productivity, and cost-effectiveness. In a time where businesses are continually looking for areas to optimize, the importance of MPS cannot be understated.

What Are Managed Print Services?

Managed Print Services, or MPS, act as integrated solutions for all business printing needs. It’s a holistic approach that includes the management of devices like printers, scanners, copiers, and faxes. Managed Print Services aim toward streamlining an organization’s print environment. A provider of MPS might handle printer monitoring, supply replenishment, maintenance activities, and even end-user support. For example, Canon, an industry leader, offers MPS that deliver strategic solutions to assist businesses in achieving their goals.

The Role of Outsourcing in Print Management

Outsourcing in print management plays an influential role in alleviating the challenges that businesses face while handling printing operations in-house. It’s an efficient way for businesses to manage their print environment without the headaches of ongoing maintenance, technical support, and supply management. An outsourced print management solution, like the services offered by Lexmark or Xerox, could include maintenance, device optimization, and ongoing management. Suppose a business lacks the internal resources to effectively manage its printing operations. In that case, an outsourced MPS provider stands as an excellent choice. In a world where time equals money, this shift can mean considerable savings and improvements in a business’s overall operational efficiency.

Cost-Effectiveness of Outsourced Print Services

It’s crucial to grasp how managed print services dramatically influence the financial aspect of a business. Taking in-depth looks at areas such as reducing printing costs and the role of fixed expenses in budget management undoubtedly justifies the cost-effectiveness of outsourcing print services.

Reducing Printing Costs

I’ve observed that companies often underestimate their printing expenses. They overlook indirect costs tied to paper, ink, maintenance, and wasted prints. Outsourced print services tackle this issue head-on. Through regular maintenance and efficient use of supplies, these services can reduce the volume of prints, thereby slashing printing costs. Innovative software solutions, if we look at Xerox as an example, can monitor printing habits and suggest further savings opportunities.

Better Budgeting with Fixed Expenses

In unpredictable economic times, outsourcing print services can translate into more accurate budgeting. Instead of having to deal with variable in-house expenses for printer repairs, toner replacement or paper shortages, companies can fix their budget to a predictable monthly expense. This provides financial stability and helps in maintaining cash flow balance. Lexmark, for instance, offers fixed pricing models that can help businesses stabilize their printing budget. Thus, outsourcing shows its merit in overall cost-effectiveness, making it an economically sound strategy for businesses to adopt.

Enhancing Business Efficiency

Outsourced Managed Print Services (MPS) harbor remarkable potential for enhancing business efficiency. As we dive deeper into this topic, we’ll explore the benefits of business efficiency in two pivotal areas.

Streamlining Print Operations

Streamlining print operations emerges as one of the prime benefits when outsourcing MPS. By outsourcing print operations, businesses enjoy streamlined processes, robust project management and, as a result, improved efficiency. The experts entrenched in companies such as Canon and Xerox provide dedicated services to tackle print management tasks. They understand the complexities involved in print operations and have the skills necessary to expedite workflows and eliminate bottlenecks.

Consider companies with large-scale printing needs. They deal with high-volume document production regularly and may struggle with maintaining consistency and timeliness. However, outsourced MPS can step in to integrate seamless, high-speed printing routines. As an example, Canon’s fleet of advanced printers supports high-velocity output while maintaining premium quality, a testament to the proficiency outsourced print services can bring to the table.

Reducing IT Burden

Outsourcing MPS illustrates its worth in reducing the IT burden as well. It’s an understatement to mention that businesses these days rely heavily on IT departments. From network management to software implementation, IT professionals have their plates full. Adding printer management to this pile escalates the burden, diverting resources from more strategic tasks.

When outsourcing print services, businesses transfer that weight to external experts. Companies like Lexmark and Xerox house teams who take over printer management tasks, freeing up the IT department for more intensive roles. Take a look at Lexmark’s dedicated print services. Offering a comprehensive suite that includes setup, management, and troubleshooting, Lexmark takes the strain off the IT team, helping businesses elevate their IT functions.

Access to Advanced Technology and Expertise

Outsourcing managed print services opens businesses up to the world of advanced technology and industry expertise. The focus in this section is the invaluable access to expert knowledge and the latest advancements in printing technology, gained when working with managed print service providers. This bears striking advantage, notably in two areas.

Leveraging Expert Knowledge

In the repertoire of managed print service providers like Canon, Lexmark, or Xerox, is a vast wealth of knowledge and experience. Averaging decades in print and document management, trailblazers like Canon have honed expertise in providing print solutions perfectly suited for your business’s unique needs. With a keen focus on streamlining print operations and reducing the IT workload, Managed Print Services (MPS) providers ensure a high level of efficiency and productivity in business operations. I find this particularly beneficial for companies with high-volume printing needs that require a level of precision and efficiency only attainable through the level of expertise these companies bring.

Staying Up-to-Date with Printing Technology

Managed Print Services (MPS) also provide an avenue to stay on the cutting-edge of printing technology. Given the pace at which technology evolves, it’s easy for businesses to fall behind and miss out on the benefits of advancements in printing technology. Through a partnership with leading MPS providers like Xerox, businesses gain access to the latest print technologies without the need to continually invest in upgrades.

A notable example sits within Lexmark’s service offerings. Lexmark positions businesses at the forefront of printing technology with a commitment to the consistent provision of up-to-date, advanced print solutions. This takes the burden of technological relevance off your IT department’s shoulders, allowing them to focus on strategic tasks that hold the potential to drive your business forward. A worthy move, wouldn’t you agree?

Improved Security Measures

Merging outsourced Managed Print Services (MPS) extends beyond efficient workflows and cost advantages. It introduces enhanced security measures—giving prominence to data protection, and assistance in abiding by industry regulations.

Data Protection in Print Management

One cornerstone of MPS rests on security—involving data protection in print management. Outsourced MPS offer state-of-the-art security solutions like encryption, authorisation protocols, and regular software updates. Businesses find fortification against data breaches, bolstering the security of sensitive information.

Services like Canon, Lexmark, and Xerox, furnish users with layers of security. Canon’s secure printing function stands as a fitting exemplar. It enables a user-rights management system that significantly diminishes the likelihood of unwanted data disclosure. It’s a system that, while safeguarding sensitive information, also mitigates the possibilities of internal data leaks.

Compliance with Industry Regulations

Moreover, MPS meets the stringent standards of industry regulations, assuring businesses remain in compliance. The challenge of evolving data privacy laws and complex regulations—like GDPR and HIPAA—becomes less daunting for companies.

The example of Xerox MPS offers clarity on this aspect. Xerox assists businesses in navigating these complexities by ensuring their print environment aligns with compliance requirements. Similarly, Lexmark’s MPS help businesses adhere to strict regulations by implementing enterprise-level security measures around printed and digital content alike.

In essence, with improved security measures—ranging from robust data protection in print management to ease in compliance with industry regulations—outsourced MPS manifests as the prudent choice for businesses prioritizing security in their print operations.

Environmental Benefits

Outsourcing Managed Print Services brings about not only business efficiency and secure print management, but it also offers significant environmental benefits. This section focuses on illustrating how working with companies such as Canon, Lexmark, and Xerox can contribute to mitigating environmental impacts through services that help businesses reduce waste and promoting sustainable printing practices.

Reducing Waste with Managed Print Services

Companies like Lexmark and Canon showcase their commitment to the environment by offering solutions that significantly reduce waste. These enterprises implement smart print management policies, resulting in decreased paper consumption by up to 50 percent. For example, duplex printing— which prints on both sides of paper — fundamentally limits paper use. Additionally, managed print services boost resource efficiency by identifying unnecessary prints, curbing excessive printing, and optimizing hardware utilization. It’s worth noting that toner recycling programs are another feature of managed print services. Take, for example, Lexmark’s cartridge collection program, which recycles used cartridges into new ones.

Promoting Sustainable Printing Practices

Apart from waste reduction, promoting sustainable printing practices is an integral part of environmentally friendly managed print services. Managed print service providers like Xerox help businesses track and control their print environment by implementing systems to promote energy-efficient printing. They provide energy-star rated products which promote minimal energy consumption during use. Also, they provide insights to businesses on optimal equipment use, ensuring they run on power-saving modes when not in use. Canon’s sustainable design approach, committing to the development of products with a reduced environmental burden, exemplifies this. They also constantly work on reducing the hazardous substances used in their products, combining environmental responsibility with business strategy. Hence, outsourcing print management to corporations that prioritize sustainability truly is a wise decision.

Scalability and Flexibility

After discussing cost savings, operational improvements, enhanced security measures, and environmental stewardship, another compelling advantage of outsourcing Managed Print Services (MPS) constitutes scalability and flexibility that this arrangement affords.

Adapting to Business Growth

A significant asset of outsourced MPS involves the flexibility to scale their services according to a company’s needs. As the nature of businesses change over time, expansion or contraction is inevitable. The beauty of engaging the likes of Canon, Lexmark, or Xerox lies in their ability to adapt effectively to these changes. For instance, in periods of aggressive growth, these service providers can seamlessly upgrade their printing infrastructure, expand their service range, or increase their support base. During downturns, they’re able to scale down services to match reduced demands, all without causing disruptions in the company’s operations.

Customized Solutions for Diverse Needs

Every business showcases unique needs. A one-size-fits-all approach doesn’t always work when it comes to Managed Print Services. This complexity is easily addressed by outsourced MPS from reputable providers such as Canon, Lexmark, and Xerox, who acknowledge these variances and offer customized solutions. Be it an enterprise requiring high-volume printing with advanced security features or a small startup with basic and infrequent printing needs, outsourced MPS deliver tailor-made solutions. Hence, businesses can better align their printing systems with their specific goals and budget constraints. Not only does this customization increase the efficiency of print operations, but it also ensures a better investment return from the MPS.

Conclusion

Outsourcing Managed Print Services isn’t just a trend, it’s a strategic move that’s bringing tangible benefits to businesses. With cost savings, operational enhancements, and robust security measures, it’s clear why companies are making the switch. Plus, the environmental stewardship that comes with it is a big win. The scalability and flexibility offered by service providers like Canon, Lexmark, and Xerox means your business can adapt as needed, aligning your print systems with your goals and budget. It’s all about increasing efficiency and getting a better return on your investment. If you’re looking to streamline your print operations, reduce IT burdens, and promote sustainable printing practices, outsourcing MPS should be at the top of your list. It’s a decision that delivers on multiple fronts, making it a smart move for any forward-thinking business.