How Managed Print Services Can Help Your Business

Printing is essential to every business, big and small. There is a lot of flexibility in how a business approaches printing because there are many variables to consider. The cost of the copier/printer, the responsibility of taking care of it, and the level of effectiveness it provides are all important factors. You should also consider if your business makes prints often enough to warrant the purchase of a machine or if you can even afford one.

Regardless of your situation, a managed print service (MPS) is a great way to figure out your company’s particular needs. Here’s a helpful guide to managed print services and what they can do for your business.

What are my options for printing?

There are actually a handful of options for deciding how to handle your business’ printing needs, including:

• Commercial printing

Some businesses just don’t have the ability or space to purchase their own copiers or simply don’t want to deal with managing them. For them, the easiest way to get printing jobs done is to send them to a commercial printing service. It is not the most cost-effective choice, but it will save a business from having to buy its own equipment. You can rely entirely on a third party to handle the process and pick up your completed papers after the job is done. But, this will take away some of the security and peace of mind your business may need.

• Retail printing

One of the most common choices is to purchase your machines directly from a retailer. While this does allow a certain degree of freedom, it also puts a lot of responsibility on your shoulders. The job of keeping up with copier maintenance, supplies, and repairs falls entirely on you. You must be prepared to handle any kind of trouble that comes along with your new equipment.

• Managed print services

When relying on managed print services, you get both a quality copier and help with handling all your printing needs. A managed print service will provide you with expert support, maintenance, and management. You’ll have a machine that is perfect for your workflow with the added convenience of a dedicated team to help optimize your business.

What are managed print services?

There isn’t a single definition that completely covers the wide range of services that managed print companies offer. Essentially, a managed print service can help maximize and streamline a business’ document output by providing:

• Needs assessment
• Hardware replacement
• Toner and ink monitoring, replacement, and delivery
• Copier service and repair
• Enhanced security
• Productivity tracking

What are the benefits of working with an MPS?

Of course, your business could always handle these tasks but managed print services are highly beneficial. By hiring the aid of one, you can do the following for your business.

• Reduce costs

A lot of businesses are still relying on old, outdated machines for their printing needs. What they don’t realize is that as a copier gets older, the parts to keep it functional get harder to find. The more difficult a specific part is to find, the more expensive it is to buy. A managed print service will keep your business from breaking the bank by keeping your equipment up-to-date. The moment a machine is falling behind, they’ll let you know and assist you in finding the best possible solution. There won’t be any surprise maintenance expenses or unforeseen supply costs.

• Save resources

Why spend valuable time and resources to have your employees handle copier problems when someone else can do it for them? An MPS will help free up precious time that would have been wasted fighting with the copier. They’ll provide maintenance and monitoring to prevent printing disasters before they happen, so you and your employees can focus on more important tasks.

• Improve productivity

Not only does a managed print service keep your machines running smoothly, but it’ll also help train your employees. If your business has an IT department, chances are they have much better things to do than fix a paper jam every day.

A managed print service will assist in training employees to properly handle the various devices in your work environment. If the employee is still having issues, they can reach out to the support desk, where they’ll receive any help they need. The more your employees know, the fewer problems you’ll encounter in the future.

• Get analysis and optimization

Managed print service providers are experts at analyzing printing needs for businesses of any size. They’ll monitor your copiers, fax machines, and related equipment to help you find any weak spots that might need replacing. Then, they’ll work with you to find the best possible machines for both your workflow and your budget.

• Get managed remote printing

With technology on the rise, the use of remote printing is becoming more frequent. Nowadays, businesses can easily print from any device, at any location, at any time. Not only is it convenient, but it also helps streamline workflow and increase productivity. If your business supports remote printing, a managed print service can help you maintain the network and provide troubleshooting when necessary.

• Reduce waste

Keeping the environment clean is vital in this day and age. Some managed print services will provide your business with ways to be more environmentally friendly. They’ll show you how to reduce the amount of paper used, decrease energy consumption, and keep greenhouse gas emissions to a minimum.

Where can I find a managed print service?

There are many different aspects to a managed print service, and they can all be tailored to fit your business’ needs. Working with one can help you increase overall productivity or your printing environment. UCI Document Solutions is a managed print service provider located in Amarillo and Lubbock, Texas. Along with print management, we also offer Copier Leases, Copier Repair, and Document Management. Call us at (806) 372-7722 in Amarillo or (806) 722-0544 in Lubbock, or Contact Us by email for more information. You can also visit us at 1000 S. Adams St. Amarillo or 7903 S CR 1500 #18 in Lubbock to see what we can do for your business.