Article

Why should you implement MPS?

By working with an MPS provider to implement a tailored print solution, you can provide a range of benefits for both your organisation and the people who work within it. Here we look into the many benefits you could be missing out on.

Significant cost savings of up to 30%.

Every organisation needs to understand and control what they are spending on printing – but many today still have no clear idea. You need to account for the acquisition and hardware costs, the cost per print (consumables etc) and the cost to run (support, electricity etc).

MPS can make a difference, no matter what the size of the organisation, by delivering savings of up to 30%* from the Total Cost of Ownership (TCO) of printing. It could potentially save you 1% of your annual revenue and have a huge impact on your bottom line.

So how are these savings delivered? An MPS provider will look to tackle your TCO of printing, including hardware, software, consumables, network management, infrastructure, maintenance and support. An effective MPS will realise savings by:

  • Right-sizing your print and imaging estate
  • Reducing the employee/printer ratio
  • Consolidating your estate by utilising more efficient multifunctional devices
  • Reducing waste and consumable consumption through detailed monitoring, intelligent output processes and automated consumable ordering
  • Setting print rules to improve efficiency including auto-duplexing or a driver switch to force monochrome printing where more expensive colour toner is not required
  • Reducing IT and maintenance costs through upgraded technology and proactive fleet management.

* IDC, ROI Focus Shifts to Imaging and Output Infrastructure in the European Market, Matt Marshall and Phil Sargeant

Optimise your printer fleet technology to suit your needs.

Print technology is often purchased in an ad hoc manner, by different individuals and departments throughout your organisation. This combination of ageing legacy printers, copiers, faxes and scanners scattered across offices, is increasingly expensive to maintain, slower to use, prone to malfunctioning and use more supplies.

Optimise your print fleet to:

  • Replace aging devices with more efficient models
  • Reduce the IT support burden
  • Enable users to print more quickly with less errors
  • Consolidate multiple devices into a single MFD (multifunctional device)
  • Standardise technology to simplify support and consumable ordering
  • Easily and securely print from mobile devices
  • Tailor document workflows to suit your needs, including integration with other key systems (i.e. invoice processing)

An MPS provider will assess your output levels and provide the appropriate devices to match your requirements. Adopting more efficient, reliable technology will reduce the overall costs, ease the support burden and enable users to print more quickly with fewer errors from different devices.

An MPS can also consolidate multiple single function devices such as scanners, printers, faxes and copiers with a single multifunctional device (MFD) which can perform all of those tasks. By consolidating a large number of devices into a smaller number of MFDs, you can reduce costs, save office space and be more efficient.

Enable innovation.

Business are increasingly looking for innovation within their MPS contracts. The use of document workflow solutions is becoming a more common feature of a good MPS. Solutions that minimise security risks through authenticated printing, or document accounting tools for audit trails or integration with enterprise content management platforms, can further reduce paper wastage, improve user productivity and improve business process workflow.

Usage optimisation.

This is another area where businesses often get it wrong. It could be an HR user printing confidential documents having to walk five minutes to the nearest printer. Or the accounts team suffering constant queues at their nearest printer due, while round the corner another gathers dust. Deploying an MPS will provide the right device, in the right place to match the output requirements of the organisation, department and individual. An MPS will assess:

  • Distance to printer
  • Size and frequency of jobs
  • Speed of output
  • Job functions
  • Anticipated number of print outputs

Print specialists will then conduct usage analysis to help with planning and placing devices in areas where they are most needed, delivering the factual MI to put you in control. They do it by adding additional printers to areas of high usage, relocating devices closer to frequent users, restricting needless use of expensive colour printing or placing the appropriate devices (and functionality) where it is in most demand.

Easier device management and reduced IT support overhead.

IT departments typically spend up to 10% of their time supporting their organisation’s print estate.

This can include fixing printing problems (dealing with paper jams, replacing consumables or other parts), setting up devices and integrating them with the network or applications, installing specific print drivers – it all adds up. Analysts Quocirca estimate that the hardware price of a printer makes up just 5% of the TCO, with operating costs accounting for 45% and support the remaining 50%.

An MPS provider will provide on-site or remote support for an organisation’s ongoing printing needs, to maximise the uptime and remove the support burden from IT. Applications such as automated consumable ordering can keep an eye on stocks and automatically ensures timely ordering, delivery and replenishment, so your people never have that empty feeling when they reach for replacement toner.

By offering a fixed cost, SLA driven maintenance contract, companies know exactly what they are getting and have a single point of contact responsible for any issues with the document output environment.

Your MPS provider can also monitor the status, workload and usage pattern for every device in your print estate, allowing for the measurement of stated objectives, SLA compliance and refinement of your services going forwards.

Enhance productivity and security for your people.

MPS can also help to increase efficiency and productivity of your people. For example with the increased functionality from advanced print applications, such as the ability to send scanned documents straight to a recipients email from the MFD or into an existing business application using one of the hundreds of connectors e.g. into an EDM system or accounts package etc.

By using standardised devices and software, an employee can go to any printer in the office, or in any office in a multi-site organisation, call up their personal print queue and print any job. This system also helps to facilitate secure printing methods. Through secure ID systems, people can retrieve sensitive documents – such as payslips or confidential HR documents - at a printer and at a time suitable for them, without the risk of interception by others.

Eco-printing - make a positive environmental impact.

Most IT decision makers would agree that they are now expected to help improve their company’s sustainability efforts. By rationalising your print infrastructure and helping you change and monitor print behaviour, MPS can help you reduce waste, and cut the energy and paper consumption of your devices.

Get in touch to discuss your print and document challenges