May 17, 2024
As the largest brand-neutral managed print provider in the nation, we are often asked, “If I decide to implement managed print services (MPS), would I have to replace my entire printer inventory?” This is a common misconception. We hope the information in this article will put your mind at ease.
No, you don’t have to replace all the printers in your fleet to implement managed print. Each organization that approaches us for guidance, service or implementation faces challenges unique to their stage of growth resulting from their own journey. Some own a diverse printer fleet, with hundreds of inkjet desktops and laser printers. Some have newer print devices; some have inherited old equipment through mergers and acquisitions.
There are ways to assess if printers need to be updated. Our FlexTG printer fleet experts are happy to assess your printer fleet and help you determine how many devices your company owns (you’d be surprised how often we discover dozens - or even hundreds - of devices not accounted for through internal inventory).
Optimizing your print operations as part of an MPS implementation is a multifaceted strategic decision that extends well beyond mere hardware replacement. It's about aligning your printing infrastructure with your organization's broader objectives—be they operational efficiency, cost management, security posture, scalability, or environmental sustainability. By doing so, organizations can ensure that their print operations are not just a support function but a strategic asset driving forward their overall mission and goals.
Understanding when and how to update your fleet, managing inherited printers, handling a diverse array of devices, and strategizing a phased upgrade are critical components of this journey.
If your printers malfunction frequently, if you’re seeing substantial maintenance costs, if your printers are missing key features, it might be time for an upgrade.
There are many misconceptions about managed print. MPS is not just about replacing old printers with newer devices. True MPS providers offer a comprehensive strategy to standardize and streamline an organization's entire document output processes. This encompasses the management of devices, supply chains, maintenance schedules, and might include print security, ticketing systems, control dashboards, and more. A true managed print services team will refine and optimize your print environment - frequently saving customers millions of dollars in operational costs.
The path to making an informed decision about printer replacement begins with a thorough assessment of your existing fleet. Key aspects to consider include:
- Age and Condition: The efficiency of older printers can wane over time, and they may become more susceptible to malfunctions. Both of these can adversely affect productivity and create bottlenecks.
- Compatibility: The ability of existing models to integrate with MPS software is crucial. Printers that fall short in this regard can impede the effective tracking and management of print jobs, a core component of MPS.
- Cost-effectiveness: Clinging to outdated printers can be a false economy. You might be spending more on maintenance, cost-per-page and lost production time with an older printer than you’d spend on a lease of a new unit with state-of-the-art features.
In navigating these considerations, the expertise of a reputable MPS provider is invaluable. The right managed print team will delve deep into the specifics of your current print infrastructure, conducting assessments that lay the groundwork for a customized MPS strategy. This strategy usually entails:
- Assessing your current printer inventory, including printing hardware and printing software
- Retaining certain printers that continue to meet benchmarks for efficiency and security.
- Upgrading specific devices to boost compatibility and enhance overall functionality.
- Introducing new printers to address any gaps and elevate the print environment to new heights.
- Introducing software solutions to streamline printer management.
- Implementing workflows and automated systems for routine maintenance and renewables.
Replacing your entire printer fleet without a thorough assessment would be unwise. Many of your desktop printers, copiers, multi-purpose devices may be performing adequately. Some of them might not need replacing for years. That said, strategic upgrades and printer standardization can bring many benefits:
Increased Productivity:
Time is a precious commodity in any workplace, and outdated printing equipment can act as a significant bottleneck, hampering productivity and workflow efficiency. Modern printers and copiers are engineered for speed and reliability, boasting faster printing and copying speeds, streamlined workflows, and enhanced connectivity options.
With rapid access to high-quality prints and copies, your team can focus their energy on core tasks, driving overall productivity and performance.
Improved Quality:
In today's digital age, where first impressions matter, the quality of your printed materials can speak volumes about the professionalism and credibility of your business. Outdated printers and copiers may produce faded, smudged, or unevenly printed documents, tarnishing your brand image and undermining client confidence.
Upgrading to new printing equipment ensures crisp, clear, and professional-quality prints, making a positive impression on clients, customers, and stakeholders alike.
Cost Savings:
While the upfront cost of upgrading office printers and copiers may seem daunting, it's essential to consider the long-term savings and return on investment (ROI). Modern printing equipment is designed with energy-efficient features that can help reduce electricity consumption, leading to lower operational costs and environmental sustainability.
Additionally, advanced functionalities such as duplex printing and scanning can minimize paper waste and optimize resource utilization, translating into significant cost savings over time.
Enhanced Functionality:
Today's printers and copiers offer a plethora of advanced features and functionalities designed to streamline workflow processes, simplify document management, and foster collaboration within teams.
Modern printing equipment empowers businesses to work smarter, not harder, from wireless connectivity and mobile printing capabilities to integrated software solutions and cloud-based storage options. Seamless integration with existing technology ecosystems further enhances efficiency and productivity, enabling smoother and more streamlined operations.
Greater Reliability & Advanced Security:
Data security is a top priority for businesses across all industries, and outdated printing equipment can pose significant risks in terms of data breaches and unauthorized access. Modern printers and copiers come equipped with advanced security features such as user authentication, encryption, and secure printing options, ensuring the confidentiality and integrity of sensitive information.
With greater reliability and uptime, businesses can minimize downtime and focus on strategic initiatives, knowing that their printing infrastructure is safeguarded against potential threats.
Scalability & Innovation:
As businesses evolve and expand, so do their printing and copying needs. Investing in new printers and copiers that can scale with your business ensures that you won't outgrow your equipment anytime soon.
With access to the latest technology and features such as cloud integration, mobile printing, and remote management capabilities, businesses can future-proof their printing infrastructure and remain adaptable to changing market trends and customer demands.
The right managed-print provider will not be focused on selling you truckloads of new devices. A high-quality MPS consultant will seek to right-size your print operation, whether that entails replacing one device or thousands of printers.
The right team will properly assess your operation, looking for under-utilized or unutilized devices, finding was to streamline workflows and give you improved visibility into device use and status of renewables, upgrading print security, and ensuring your organization’s print needs are satisfied.