Top 10 features of a modern, fully optimised Managed Print Service (MPS)

Business information is created, processed and shared differently these days. There are more ways to communicate, more devices and much more complexity. The move from paper-based to digital information assets will also be affecting your print processes significantly.

But what does this mean for your business print estate? This can mean more risk – after all your information is one of your most precious assets and how it’s handled is critical. Often, it means more expense, with document production costing up to 3% of an organisation’s revenue and document management often accounting for 50% of your cost of printing.

You also need to consider whether your infrastructure is set up to reflect these business changes? Are your costs as low as they could be? Have you the time to monitor and manage the ways your business uses its print facilities?

Here we highlight ten areas where organisations are finding that new print models and technologies can overcome these challenges and are offering new opportunities for business transformation.

1. Focus on security.

Much of the information that goes to the office printer is sensitive, some of it highly confidential. With 1 in 3 office employees having seen confidential information on printers and copiers*, the challenge is to ensure data security while making printing facilities available to whoever needs them, wherever and however they need documents.

Implementing standardised print security with card, pin number or fingerprint access ensures staff can access their own printed documents but eliminates the old ‘print and sprint’ dash when using a communal device.

2. Print from anywhere, on any device.

An increasingly mobile workforce demands the flexibility to print from PC, Mac and mobile devices, and the ability to quickly transfer documents across different platforms.

Thanks to smartphones and tablets, working on the go has become standard practice and a modern print solution must reflects this. Scalable solutions for mobile print today enable you to print from your device via e mail, a wireless connection or your network.

3. Cloud scanning and printing.

Integrating cloud scanning and printing into a managed print service allows your people to store and print documents wherever they are. This also allows for confidential data storage, which remains accessible from any device, whatever your location.

4. Cost-effective.

With the average spend per employee on print-related activities at £9,000 a year**, you need to know that facilities are set up to simply allow costs to be monitored, managed and minimised. In older print solutions islands of isolated machines in different departments can make this a tall order.

Discrete, unmanaged printers add significantly to costs, but an integrated print set-up means all direct and associated costs are known and managed

5. Integrated.

The printer is no longer just the device in the corner - with best practice management, it becomes an integrated production centre that makes life easier for employees and administrators alike.

6. A print fleet optimised to fit your needs now (and in the future).

As the technology has moved on, it can pay to review exactly what your print fleet comprises of, how well it meets user requirements and what could be done differently or upgraded. When print is seen as a service that can be managed and optimised, it opens up new opportunities to increase efficiencies and reduce costs.

This goes beyond machine data and paper usage to meeting user requirements, with reporting and reviews ensuring continual improvement.

7. Accountable.

Whether based in the office, factory floor or warehouse, a single, unified network means that costs can be assigned to specific departmental budgets, clients or project codes.

Consolidating your print facilities into one integrated infrastructure takes away the hassle and the complexity. And as documentation moves from being paper-based to digital, it puts you in control, both of your processes and your costs, making day-to-day management and troubleshooting substantially easier.

8. Workable and hassle-free.

With a solution that’s fit-for-purpose, documents and information are available where and when required, and in the right form, and the hassle of managing the infrastructure is eliminated.

Modern managed Print Services can deliver a 25% reduction in print-related IT helpdesk calls***.

9. Single point-of-contact service desk.

With access to a trustworthy, single supplier service facility, devices can be managed more efficiently and problems resolved faster, with fewer calls and less time wasted.

By integrating existing and new machines into one network, your print capabilities will be enhanced and streamlined. This makes it easier to collaborate and to share information, eases compliance and consistency across regions and enables you to adopt a more sustainable approach

10. Sustainable.

By rationalising your print infrastructure and helping you to change and monitor print behaviour, a modern MPS will help you reduce waste, and cut the energy and paper consumption of your devices by up to 60%.

* Canon CIO report 2014

** ALL Associates Group 2013

*** IDC: European Hardcopy Usage Study, 2013