Why Your Business Needs a Smarter Print Strategy
Printing may not be the first thing on your mind when considering business efficiency, but unmanaged printing costs and inefficiencies can eat away at your budget. If your organization struggles with supply shortages, printer downtime, or escalating costs, it’s time to consider a Managed Print Services (MPS) partner.
Managed Print Services go beyond simply outsourcing print needs. They optimize your print environment, reduce costs, and free up your IT team to focus on strategic initiatives. Whether you’re a business owner, office manager, or IT professional, here’s how MPS can revolutionize your workflow.
The Top 10 Benefits of Managed Print Services
1. Put an End to Unexpected Printing Costs
Without oversight, print expenses can skyrocket due to inefficient practices like excessive color printing, single-sided printing, and unnecessary jobs. MPS helps regulate these issues with automated print policies and tracking tools, ensuring waste is minimized. Some businesses have saved up to 50% on print costs simply by streamlining their print strategies.
2. Right-Size Your Printer Fleet
Hybrid and remote work models have changed the way businesses print. Do you have too many printers? The wrong devices? MPS assesses your current setup to consolidate redundant equipment and strategically place printers where they’re actually needed, cutting costs and improving workflow.
3. Gain Full Control Over Print Usage
With print management software like PaperCut and uniFlow, MPS allows you to track usage across departments, set print quotas, reduce waste, and improve security. Features like pull printing (where users release jobs only when they’re physically at the device) prevent unclaimed printouts and protect sensitive documents.
4. Reduce Downtime and Improve Productivity
A broken printer can bring an entire department to a halt. Many businesses experience costly downtime due to print-related issues, disrupting workflows and delaying critical tasks. MPS providers offer proactive maintenance and rapid troubleshooting, preventing disruptions and keeping your business running smoothly.
5. Proactive Maintenance for Long-Term Reliability
Instead of waiting for a printer to fail, MPS includes regular device health checks, ensuring your equipment runs optimally. This prevents costly breakdowns and extends the lifespan of your devices. At Applied Innovation, we ensure that every service call includes a thorough quality assurance check, helping our clients avoid costly repairs and downtime.
6. Never Run Out of Toner Again
Running out of toner at a critical moment is frustrating. MPS automates just-in-time toner delivery, ensuring supplies arrive before they run out—eliminating emergency supply orders and reducing toner waste. With optimized toner usage, companies can reduce supply costs by as much as 20%.
7. Support Green Initiatives
Sustainability is a priority for many businesses, and MPS plays a key role in reducing waste. By implementing responsible print policies, using ENERGY STAR®-certified devices, and offering toner recycling programs, an MPS partner helps your company reduce its environmental footprint while saving money.
8. Enhance Security and Ensure Compliance
Unsecured printers are a cybersecurity risk. MPS integrates secure print solutions, including user authentication, encrypted document transmission, and compliance support for regulations like HIPAA and Sarbanes-Oxley, protecting your data from breaches.
9. Consolidate Vendors and Reduce Fraud
Dealing with multiple vendors for print-related services is inefficient and costly. MPS consolidates everything under one trusted provider, reducing admin headaches and making it easier to detect fraud, like toner piracy scams.
10. Free Up Your IT Team
Your IT staff has bigger priorities than fixing paper jams. MPS shifts printer management to trained specialists, so your IT team can focus on core business initiatives instead of troubleshooting printer issues.
Making the Transition to Managed Print Services
Switching to MPS doesn’t have to be overwhelming and an experienced provider will make the process seamless. At Applied Innovation, we follow a structured approach that includes assessing your current print environment, identifying inefficiencies, and implementing an optimized strategy tailored to your needs. Our process follows the Lean Manufacturing Plan-Do-Check-Act (PDCA) methodology:
- Plan: Define the scope of the project and identify key stakeholders.
- Do: Implement recommendations for optimizing your print environment.
- Check: Monitor performance and make necessary adjustments.
- Act: Ensure ongoing improvements with routine assessments and updates.
The Bottom Line: Cost Savings and Quality Improvement
When businesses choose to outsource their print management, two key factors drive the decision—cost savings and improved quality. Many assume they must sacrifice quality to save money, but that’s not the case with MPS. By reducing overhead, eliminating inefficiencies, and optimizing print workflows, businesses can cut costs while improving output quality.
Key areas where companies save with MPS:
- Eliminate capital expenditures on outdated print equipment.
- Reduce overhead costs, such as rent, utilities, and security for print facilities.
- Lower labor costs by freeing up IT and administrative staff from print-related tasks.
- Cut inventory costs through efficient supply management.
- Leverage bulk purchasing and automation to minimize postage and operational expenses.
At Applied Innovation, we provide businesses with tailored MPS solutions that enhance efficiency, security, and cost savings. By partnering with us, you gain access to advanced print technology, proactive maintenance, and expert guidance—all at a predictable monthly rate.
Ready to streamline your printing and save money? Our teams in Michigan, Ohio, Indiana, and Tampa, Florida are here provide expert guidance on managed print services. Start streamlining your print environment and save with our free print assessment.