Managed print services – FAQ
As the huge demand for managed print services (MPS), many organisations have begun to see the true value that these solutions have to offer, in terms of sustainability, cost savings, productivity and even accountability. For many other companies however, the managed print services industry remains something that may be heard about, but is never fully understood. Having a clear understanding of MPS and how it helps your business is essential in order to make an informed choice about whether your company could benefit from these solutions.
Some of the most commonly asked managed print services questions include the following:
- What can I expect from a typical MPS programme?
Generally speaking, your MPS programme consists of monitoring and management of all print devices, regular print audits, reports on print resources generated, and even the sourcing of print drivers and related hardware and software. Your MPS provider will handle all aspects of your printing requirements, from setting up print audits to fixing of any print devices or even updated print drivers to ensure that you are always running the latest software.
- Can I really save money with MPS?
Yes, you most definitely can save money with a good MPS programme. Savings can be seen across a number of areas, most notably in terms of print resources such as paper and ink, call out costs and even software/hardware, which can be sourced directly from the suppliers at discounted rates. Managed print services help to reduce waste in all areas of your office, and as you pay a set monthly fee rather than hourly off-peak costs when you need printers to be fixed, this also ensures that you can easily allocate budget space for MPS solutions.
- Which departments are usually responsible for MPS sourcing?
The IT department is generally the department who sources MPS, with IT managers usually being the employees who most require these services. In a typical company, the IT department are responsible for all areas of IT, from computers to printers and even fax machines. MPS offers a way for IT departments to reduce time spent on jobs that fall outside of their usual work areas however, so for instance, Fred the IT programmer will be able to focus on all programming aspects rather than also having to manage printer issues. Plus, MPS professionals also have a far greater experience and understanding of all print devices, which ensures that they are able to expertly handle all print related tasks.
- What is green printing and how does it impact MPS?
Green printing is a term that relates to the environmental impact that the print industry has in terms of paper and ink production, processing and waste. Most MPS programmes incorporate green printing initiatives to help businesses improve the carbon footprint within the company more effectively, and even provide training for employees that teaches them how to do their bit to reduce waste when printing.
- How does MPS affect accountability and transparency in the workplace?
As MPS involves regular audits as well as full monitoring and management of all print devices and print outputs, this brings an increased level of accountability across the board. Each department's print output can be tracked easily using an easy to use dashboard, and in the case of educational institutions, print output can also be regulated through the use of codes for each individual who uses the printer. This allows managers to see who is printing, and will also regulate any unauthorised printing that is so often done by employees for personal use. In this way, managed print services effectively increase overall transparency in the workplace.
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