Benefits of Managed Print Services | Managed Print Provider

Efficient management of resources is crucial for maintaining competitiveness and operational excellence. One often overlooked yet essential aspect is print management. Managed print services (MPS) offer a strategic approach to handling printing needs, providing numerous benefits that go beyond just cost savings. This blog explores the benefits of managed print services, with a focus on how different industries like education, healthcare, manufacturing, and government can particularly benefit from these services.

What are managed print services?

Managed print services encompass a comprehensive suite of services aimed at optimizing a company's printing infrastructure. This includes assessing current printing needs, managing and maintaining printer fleets, monitoring usage, and implementing strategies to reduce waste and costs. By partnering with an MPS provider, businesses can streamline their printing processes, improve productivity, and focus more on their core activities.

Advantages of managed print services

1. Cost savings

One of the most significant benefits of managed print services is cost savings. By analyzing a company's printing needs, an MPS provider can identify areas where costs can be reduced. This includes eliminating unnecessary printers, consolidating devices, and implementing print policies that reduce waste.

2. Upgraded equipment and services

As part of a managed print service program, an assessment will be done of all the equipment currently in use. Your managed service provider will consult with you on the best mix of equipment to suit the needs of your institution. Often upgraded equipment will be introduced to provide the latest in equipment technology that is more secure and user-friendly.

3. Improved efficiency and productivity

With managed print services, businesses can ensure that their printing infrastructure is optimized for maximum efficiency. Regular maintenance and monitoring prevent downtime, ensuring that printers are always ready to use. Additionally, advanced MPS solutions include features like automated supply replenishment and remote troubleshooting, which minimize disruptions and keep the workflow smooth.

4. Enhanced security

Data security is a major concern for businesses today. MPS providers offer robust security measures to protect sensitive information. This includes secure printing options, where documents are only printed when the user is present, and comprehensive monitoring to detect and prevent unauthorized access. By implementing these security protocols, businesses can safeguard their data and comply with industry regulations.

5. Sustainability

Environmental sustainability is increasingly important. MPS helps companies reduce their environmental footprint by promoting efficient use of resources. This includes implementing print policies that encourage double-sided printing, using energy-efficient devices, and recycling used cartridges and equipment. By adopting these practices, businesses can contribute to environmental conservation and enhance their corporate social responsibility.

We’ll take a closer look at the specific benefits of managed print services for various industries.

Benefits of managed print services for healthcare

In the healthcare sector, the need for efficient and secure printing is critical. Managed print services can ensure that patient records and other sensitive information are handled securely and efficiently. Here are some key benefits of managed print services for healthcare:

Print release functionality helps with HIPAA privacy compliance. Print release can place the document on hold until the person who requested it authenticates it.
Mobile printing options support hospital staff who may practice at more than one location.
Improve regulatory compliance by ensuring that all printed documents are managed according to industry standards.
Reduce downtime and improve patient outcomes with MPS. Outsourcing managed print services can free up staff for essential duties that can improve the patient experience and support the essential transfer for patient information.

Manufacturing managed print services advantages

Manufacturing companies rely heavily on printed materials for production processes, inventory management, and logistics. From the production plant to the front office to the loading dock, a managed print service can keep all areas of a business connected and running efficiently. Here are some key benefits of managed print services for manufacturing:

Manufacturers hold intellectual property and maintain customer data, so the impacts of a cyberattack would be significant. With managed print services, equipment is more secure with the latest firmware, encryptions, and virus protections in place to avoid hackers.
As part of a managed print service program, an assessment will be done of all the equipment currently in use. A managed print provider can figure out where the workhorse machines of your company need to go, and which machines might be able to be eliminated altogether to better optimize your fleet.
Manufacturers rely on document sharing and accuracy to keep production running smoothly. Managed print services minimize printer down time and free up your staff for more impactful work that can improve the customer and employee experience.

Benefits of managed print services for education

Educational institutions, from schools to universities, handle a large volume of printing. Managed print services can help streamline this process, ensuring that students and staff have reliable access to printing while controlling costs. Here are some key benefits of managed print services for healthcare:

Schools face scrutiny for their spending and that includes printing costs. Managed print services can provide a fixed monthly billing option to keep budgeting in line.
Improve the management of confidential student records and data. Documents left on a shared printer tray can be an open invitation to anyone who wants to get their hands on that data. With Managed Print Services, print jobs can be held in the queue by the user until they are able to pick it up.
IT departments in schools are often small with a lot of demands placed on them. With managed print service, printer technology issues are taken off their hands to focus on other priorities.

Government managed print services advantages

Government agencies often have complex and extensive printing needs, from official documents to public information materials. Managed print services can help streamline these processes, ensuring that printing is efficient, secure, and cost-effective. Here are some key benefits of government managed print services:

Managed print services support transparency and accountability by providing detailed reports on printing activities.
Government agencies often have tight budgets. Managed print services can optimize efficiencies, manage print usage, and reduce waste – leading to significant savings in paper, toner, and maintenance expenses.
Secure printing, user authentication, and data encryption help protect sensitive government information from unauthorized access and cyber threats.

EO Johnson’s managed print services

Managed print services offer a myriad of benefits for modern businesses, from cost savings and improved efficiency to enhanced security and sustainability. By partnering with an MPS provider, businesses can optimize their printing infrastructure and focus on their core activities. Embracing MPS can lead to better resource management, reduced environmental impact, and improved operational performance, making it a strategic choice for any forward-thinking organization.

As a managed print provider, EO Johnson has helped many industries throughout the Midwest through managed print service programs that keep businesses running smoothly. Contact our team of experts to learn more.