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Any business or organization knows the struggles of keeping printing processes running smoothly. There are an endless number of jokes about the office copier, and there’s often a stack of unorganized toner in the corner, never to be used. Luckily, there’s a way to not only keep your printing processes organized but completely managed and monitored by an experienced print vendor, instead of a member of your staff.
If you’re familiar with the concept of Managed Print Services, but unsure if partnering with a print vendor is the right path for you, we’ve compiled a list of the Top 5 Reasons Why You Need MPS:
What Are Managed Print Services?
Managed Print Services, or MPS, are additional services that are provided by your vendor to help your office processes run smoother and keep printing costs at a minimum. Instead of having one person designated to maintaining printing equipment, ordering supplies, or tracking costs, you can have a print vendor handle all of these tasks for you.
Related Reading: Managed Print Services Defined
Reason #1: Automatic Toner Replenishment
Automatic Toner Replenishment is a service that comes with most maintenance agreements, that ensures businesses always have the correct amount of toner on hand. For it to work, an app is installed onto a computer that is programmed to read the amount of toner left in the machine. When the app reads that the toner is low, the manufacturer will be alerted, and the toner will be automatically shipped straight to your door.
This eliminates the need for someone to manage ordering supplies and storing them and allows for your company to take a more proactive approach towards keeping devices running, instead of having to rush to the store for toner whenever you run out.
Reason #2: Proactive Device Monitoring
With Managed Print Services, your equipment is remotely monitored 24/7 for any form of irregularities or malfunctions, and will automatically resolve minor issues on its own, often fixing problems before you even realize there was one.
Most vendors also offer service agreements, where a trained specialist will come on-site to repair your device free of charge, with all of the necessary parts and equipment to do so. This way you don’t have to struggle to find a repairman at the last minute, and your office won’t be left without important functioning equipment.
Reason #3: One Invoice for All Your Printing Needs
Having a variety of different printers, copiers, toners, scanners, fax machines, and invoices for all of them can result in a jumbled mess. Luckily, with MPS, your office will receive just one invoice, for all of your equipment and supplies. It’s significantly easier for your purchasing department to keep up with and makes budgeting a breeze.
Reason #4: Increased Productivity for IT Staff
Oftentimes, managing your copiers/printers drains IT resources and prevents them from completing other mission-critical tasks. With MPS, you can now manage all your printing equipment remotely, eliminating the need for IT staff to visit each location to manage your printing equipment, and, with proactive device monitoring, your equipment is able to identify problems and remedy the issues on its own. You can even manage a variety of printer brands.
On top of this, sometimes firmware can automatically update, reducing the need for IT to manage your equipment’s firmware, and keeps your device and information secure, while IT can work on other, more important tasks.
Reason #5: Usage Tracking and Management
One of the biggest reasons that businesses overpay for printing is because they don’t actually know how much they’re printing, and they can’t differentiate between what’s waste and what isn’t. With MPS, you can track all of your device usage, making it significantly easier to manage and control your printing costs. Here at STPT, our Managed Print Services known as eValet, has been shown to reduce printing costs up to 30%!
How Do I Get Managed Print Services?
The best way to know you are getting quality services and the best pricing is to partner with a local print vendor. Many businesses choose to purchase their machines outright from retail giants like Walmart or Best Buy, and while those can be cheaper upfront, the costs of toner and maintenance will quickly add up, resulting in an overall higher cost.
Related Reading: Problems with Buying from Retail Giants
A local print vendor can provide with you experienced business consultants who can assess your specific needs and recommend equipment that is suited perfectly for your office. They can work with you on understanding your fleet, and recommending the right MPS offering for your business, giving you peace of mind knowing that your organization is in good hands. If you found this article helpful, we recommend checking out the following:
- Auto-Toner Shipments Explained- What is On-Hand Balance?
- Benefits of Investing in a Maintenance Plan
