Leveraging Workflow Automation via Managed Print Services

In the fast-paced world of business, it’s crucial to streamline operations wherever possible. That’s where workflow automation through Managed Print Services (MPS) comes into play. This innovative approach is transforming how businesses handle their print and document management needs.

MPS isn’t just about cutting costs; it’s about enhancing efficiency, boosting productivity, and freeing up valuable time. By automating routine tasks, MPS allows teams to focus on what truly matters—driving business growth.

So, let’s dive into the world of MPS and discover how this game-changing solution can revolutionize your business operations. Stay tuned as we unravel the potential of workflow automation through MPS in the following sections.

Understanding Workflow Automation

The Concept of Workflow Automation

Workflow Automation, a progressive strategy in the business landscape, encapsulates converting manual, paper-based processes into streamlined, automated sequences. It’s synonymous with business transformation, enhancing efficiency, aiding accuracy, and promoting rapid execution of tasks. Conversion of manual tasks in payload procedures, like data entry, into automated processes, is a quintessential instance of this. Moreover, it significantly reduces the scope for human error, making the business operations more reliable and efficient.

How MPS Fits into Workflow Automation

Delving deeper into the realm of Managed Print Services (MPS), it’s crucial to underscore its vast potential in boosting workflow automation. Essentially, MPS operates as an umbrella, overseeing all print-related activities, often extending to digital document management. It pits up against the traditional print environment, advocating for centralized control, cost efficiency, and operational transparency.

In essence, MPS integrates seamlessly into workflow automation by automating repetitive tasks, like print queue management. For instance, MPS automatically routes documents to the least busy or the nearest printer in the organization, thereby optimizing use of resources. This alleviates the burden off the employees, liberating them to focus on core business activities.

Additionally, MPS excels in offering document digitization and efficient content management systems, integral components of workflow automation. To exemplify, it converts paper documents into digital forms, easing storage and retrieval, and spurring on faster decision-making processes.

With MPS fueling workflow automation, businesses unshackle the constraints of traditional methods, embarking on a path to progressive growth and increased productivity.

The Role of Managed Print Services (MPS) in Automation

Let’s delve deeper and explore how MPS plays a crucial role in workflow automation, aiding in the enhancement of operational efficiencies.

Assessing Current Printing Needs

The first step involves surveying the existing print demands. It’s integral for understanding the entire process that a document undergoes within an organization. I not only check for the quantity of hard copy documents created but also focus on examining what happens to these documents after they’re printed. From being shared with multiple stakeholders to being filed or archived, each activity is crucial in understanding the exact requirements. Once the survey is complete, I can identify areas where adjustments might offer improved efficiency.

Optimizing Document Processes

Post assessment, the role of MPS pours into the realm of optimizing document procedures. Here, I prioritize the processes involving high volume printing and repetitive actions. Why, you ask? It’s simple. Processes that involve substantial volume and repetition present the biggest opportunity for automation.

For instance, the digitization of paper records, an action that’s often both volume-driven and routine, is prime for automation. MPS enables this transformation into a simpler, more manageable, automated task, reducing human effort and potential for errors. Similar, other mundane tasks such as routing and approvals of documents, can be automated with robust MPS solutions.

Through finely tuning these processes, not only does it lead to an efficient workflow, but it also propels the overall productivity within an organization. Automation through MPS, undeniably, is a powerful tool in the journey of progressive growth.

Key Benefits of Workflow Automation Through MPS

Integrating workflow automation through Managed Print Services (MPS) can tremendously boost operations within a business. In this part, I’ll explore the key perks that companies derive from this approach.

Enhanced Efficiency and Productivity

Incorporating workflow automation through MPS strengthens operational efficiency. By digitizing paperwork, businesses free employees from mundane tasks, allowing them to concentrate on more strategic commands. This optimization presents an upsurge in productivity. Associated with workflow automation, MPS offers tools for monitoring and understanding print behavior. This knowledge lets businesses usher smooth workflows, and prevent printing bottlenecks, directly elevating efficiency across departments.

Cost Savings and Waste Reduction

Automating workflows through MPS not only trims operational expense but also steers towards sustainable business practices. With print monitoring tools, companies gain a clearer understanding of their print costs and volumes. This transparency allows for the effective manipulation of print habits, leading to significant cost savings. In terms of waste reduction, by routing towards digitized documents, MPS aids in reducing paper waste — a chief step towards sustainable operations.

Improved Document Security and Compliance

In an era of increasing cyber threats, securing sensitive data sits atop a company’s priority list. Here’s where MPS comes in handy. Workflow automation through MPS provides robust document security features. I’m referring to features like user authentication and document encryption that safeguard sensitive business data. Moreover, automated digital workflows stamp out unauthorized access to crucial documents, boosting compliance to regulatory standards.

Common Challenges in Implementing MPS

Selecting a Managed Print Service (MPS) provider or integrating MPS with pre-existing IT infrastructure isn’t a walk in the park. There exist common obstacles that organizations frequently stumble upon. Let’s take a closer look.

Selecting the Right MPS Provider

Choosing the right MPS provider poses a significant challenge for many organizations. With a plethora of providers flaunting a wide array of services, it’s daunting to pinpoint one that best aligns with an organization’s unique needs and objectives. Therein lies the pivotal task of evaluating MPS providers’ capacity to deliver bespoke solutions rather than generic, off-the-shelf offerings. That’s not all; corporations must assess each provider’s experience, industry reputation, and the ability to offer holistic, end-to-end services – from initial consultation, print audits, and device optimization to ongoing management, user training, and prompt customer support. If overlooked, they risk securing a less than optimal service, wasting resources, and diluting the desired productivity enhancements.

Integrating MPS with Existing IT Infrastructure

Upon selecting a suitable MPS provider, the next hurdle surfaces—integration with the current IT infrastructure. This process involves painstakingly aligning new print management tools, technologies, and systems with existing IT networks and workflows. It’s critical to ensure seamless integration, lest the print environment becomes disjointed, leading to inefficiency and added costs. Adequate planning, system compatibility, and a tailored approach can help manage and minimize these complexities. Yet, it’s worth noting that the integration journey doesn’t conclude with a successful initial setup—it’s an iterative process, requiring regular monitoring, adjustments, and upgrades to maintain optimal functionality and efficiency in the long run.

Real-World Examples of MPS in Action

Let’s dive into some real-world examples of Managed Print Services (MPS) in action. The following case studies showcase the effects of MPS implementation in a small business environment and a large enterprise setting, providing a clear picture of the transformation brought about by MPS.

Case Study: Small Business

Meet Company X, a small business situated in a bustling city. They were plagued by document chaos, facing constant issues like paper mismanagement and high operational costs. To remedy these issues, Company X contacted an MPS provider, eyes set on a bespoke solution that would optimize their print environment.

After crafting a strategic MPS plan, Company X’s office witnessed a complete overhaul. Workflow automation played a significant part, removing the bottleneck in documents processing. The business reportedly saved 30% on printing costs, injecting productivity and reducing environmental impact by minimizing paper usage. Plus, they achieved better document security, a direct result of digitizing documents and securing access.

Case Study: Large Enterprise

Next, we look at Corporation Y, a multinational venture that used to grapple with a shambolic print and document management ecosystem. A multitude of printers and equipment across different locations, diverse response levels to issues, and substantial recurring costs created a complex problem.

Corporation Y sought the help of an MPS provider. The provider analyzed their system and suggested an integration of MPS—an infrastructure that was tailor-made for this large-scale business. Today, Corporation Y tells a different story. They refer to an integrated, streamlined process flowing across their multiple global offices. This standardization reversed the previously challenging situation, enhancing efficiency and generating savings of around 25% on print-related expenses, as reported by the corporation.

Both case studies amplify MPS’s strengths—cost savings, increased efficiencies, improved document management, and more. It’s not just hypothetical; MPS delivers substantive results in everyday operations across businesses, irrespective of their sizes.

Best Practices for Employing MPS

Continuous Monitoring and Improvements

Optimization of an MPS strategy doesn’t come to a halt after its implementation. It requires continuous monitoring to maintain its efficacy. Real-time tracking of MPS workflow, consequently, becomes an essential practice, providing essential insights that can drive improvements. For example, Company Z uses automated tracking and analytics to manage its print infrastructure proactively. Following a dip in efficiency, the company adjusted its MPS deployment, leading to a marked improvement in its print environment’s overall efficacy.

Training and User Adoption Strategies

It’s essential to realize the value of user training and adoption strategies in maximizing MPS’s potential. Despite having an effective MPS solution, its potential may remain undiscovered without the adequate training of staff to utilize it optimally. For instance, Corporation W invested in user training post-MPS implementation, ensuring their staff became proficient in using the new system. Consequently, the corporation experienced a significant surge in productivity levels and cost-saving metrics.

Future Trends in MPS and Automation

Building upon the benefits and successful implementations highlighted in previous sections, let’s now delve into what future holds for MPS and Automation. Recognizing these upcoming shifts could help businesses prepare and leverage these advancements strategically.

Advancements in Technology

If we observe industries closely, advancements in technology are driving the current MPS landscape. Technologies such as Artificial Intelligence (AI) and Machine Learning (ML) are at the forefront, paving the path for ‘Intelligent Print Management’. AI functions by learning print environments and analyzing patterns to improve print efficiency. It offers predictive analysis that can foresee potential issues like low ink levels and order replenishments proactively, fostering smoother operations.

Moreover, embracing Cloud technology in MPS brings forth ‘Cloud Printing’. This innovation means printing from any device, anywhere, and any time, reinforcing the convenience factor. Security, a constant concern, is also addressed more adeptly with Blockchain technology’s use in MPS, offering a tamper-proof document lifecycle.

Make a note, my analysis stems from reliable sources, such as a Gartner’s report on future trends in MPS.

Predicting the Evolution of Workplace Automation

On to the second point, I find it important to sketch the possible future of Automation in workplaces, powered by MPS. We’re talking about ‘Automated Document Workflows,’ where the focus shifts from just printing to managing, storing, and retrieving documents efficiently.

For instance, imagine employees scan a document which is then automatically saved in a pre-specified location, named according to a particular schema, shared with relevant teams, and backed up – all in one go. That’s the level of automation MPS aims for, resulting in considerable time savings and reduced human errors.

What’s more? The promulgation of ‘Robotic Process Automation’ or RPA in MPS looks promising. Picture this, robotic software agents or ‘Bots’ handling routine tasks like data extraction, document classification, and even password resets.

Circling back, these aforementioned trends reflect my careful interpretations coupled with industry analyses from reputable sources such as IDC’s report on Workplace Automation. Therefore, it’s safe to say that MPS, blended with emerging technologies, is catapulting businesses towards a more automated, efficient, and secure future.


It’s clear that MPS is more than just a tool for managing print services. It’s a catalyst for business transformation, fueling efficiency and security through automation. By harnessing the power of AI, ML, and Cloud printing, and integrating Blockchain, MPS is revolutionizing the way we approach document workflows and process automation. It’s not just about cutting costs anymore; it’s about leveraging technology to drive business growth and innovation. So, whether you’re a small business or a large enterprise, there’s no denying that the future of MPS is bright and brimming with possibilities. It’s time to embrace this change and gear up for an automated, efficient, and secure future with MPS.