In today’s competitive business environment, every department is tasked with cutting costs and maximizing efficiency. Printing, an often-overlooked area of the workplace, can lead to significant hidden costs when left unmanaged. Managed Print Services (MPS) offer a solution that optimizes printer fleets, consolidates devices, and lowers the cost of ownership. By streamlining and modernizing print environments, businesses can realize substantial savings and operational improvements that go beyond paper and toner costs.
Understanding managed print services and printer fleet optimization
Managed Print Services involve outsourcing the administration of a company’s printing needs to an external provider. This provider manages devices, optimizes usage, and ensures the print environment functions at peak efficiency. A key part of MPS is printer fleet management, which includes monitoring and maintaining all printing devices across the organization. It involves tracking usage, device performance, and implementing strategies for printer fleet optimization.
This level of oversight reduces downtime, minimizes maintenance costs, and keeps print resources aligned with actual business needs. In addition to these benefits, MPS can promote secure printing practices and significantly enhance cost savings.
Four ways printer fleet management maximizes uptime and minimizes waste
When devices are scattered across departments without a cohesive strategy, they often become liabilities rather than assets. In a poorly managed fleet, devices tend to break down more frequently, require constant restocking of supplies, and, in many cases, remain underutilized. A well-managed fleet, however, is monitored and optimized to ensure that each device serves a purpose, operates reliably, and doesn’t create unnecessary expenses.
1. Proactive maintenance and monitoring
Through MPS, companies benefit from proactive printing services, ensuring devices remain operational and are repaired before problems become critical. Managed print providers use diagnostic tools to monitor issues such as parts due for replacement, low toner, or hardware malfunctions. When issues are detected, the provider either dispatches a technician or delivers necessary supplies, saving the business both time and money. This proactive approach to maintenance maximizes uptime, reducing productivity losses associated with out-of-order printers.
2. Streamlining costs with predictable monthly billing
Managed print providers often offer monthly service packages covering maintenance, consumables, and support, eliminating unexpected repair and supply expenses. This predictable billing structure helps organizations allocate budgets more effectively. Additionally, businesses gain access to usage data that identifies printing patterns, enabling them to spot areas of high usage, eliminate redundancies, and introduce cost-saving measures.
3. Device consolidation for better efficiency
Over time, companies often accumulate a mix of printers, copiers, and scanners from different manufacturers with varying capabilities. This patchwork approach to device acquisition often results in duplicated functionality and unnecessary expenses. Device consolidation reduces the number of printers and copiers by centralizing functionality into fewer, more efficient multifunction devices (MFDs). An MFD can serve as a printer, scanner, copier, and fax machine, fulfilling various needs in a single device. Reducing the number of individual devices eliminates associated costs such as power consumption, maintenance, and the purchasing of multiple types of toners and paper. A streamlined fleet also reduces the physical footprint of devices, which can help smaller offices gain workspace.
4. Enhancing security with a cohesive print environment
A consolidated print environment also boosts security. With fewer devices to monitor, IT departments can better control access, implement authentication protocols, and ensure all devices meet security compliance standards. Many MPS providers include features like print release, where users authenticate before accessing print jobs, which helps prevent unauthorized access to sensitive documents. Enhanced security not only protects company information but also reduces financial risks to your business that come from costly breaches and regulatory fines.
How printer fleet management lowers your printer total cost of ownership (TCO)
Printer fleet management and device consolidation contribute significantly to reducing the total cost of ownership for your printing infrastructure. By lowering maintenance and supply expenses, businesses can achieve impressive cost savings.
Plus, reducing the number of devices means lower power consumption, contributing to both cost savings and a reduced carbon footprint. Newer MFDs are often more energy-efficient, using advanced technology to enter low-power modes during inactivity and quickly resume operations when needed. Energy efficiency can translate into significant long-term savings on utility bills which directly benefit the bottom line.
Partnering with the right managed print provider for maximum impact
The first step in a printer fleet optimization project is to choose the right managed print provider. An effective managed print provider offers comprehensive fleet assessments, device monitoring, and a consultative approach to help tailor solutions for each client’s unique needs. When selecting a provider, businesses should prioritize partners with a proven track record in fleet management, reliable support services, and strong data security measures.
EO Johnson’s team of expert industry professionals can develop a total print management strategy for your organization’s printing, scanning, faxing, and mobile computing needs. Let’s work together to proactively minimize downtime and improve your bottom line. Contact us today.
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