What Are Managed Print Services?

As an industry-leading managed print provider with the largest nationwide network of technicians, we are often asked by prospective customers, 'What are managed print services?’ Managed Print Services (MPS) are services that help streamline and optimize any printing process. Below is a detailed breakdown of what MPS is, its benefits, and how the right managed print provider can transform your business. 

MPS means outsourcing your print management to an external provider. They The provider handles the assessment, optimization, and ongoing maintenance of your company’s printing devices, supplies, and processes. The goal? To boost productivity, cut costs, and make your business run smoother.  

While not every managed print services provider can guarantee all of the benefits listed below, partnering with one can typically offer the following advantages:  

Organizations with dozens, hundreds or even more devices face important challenges in the administration of their print operation. Some common challenges are timely replenishment of ink and paper, regular maintenance and upkeep to guarantee uptime and protect the devices, and print security measures to ensure printers are not vulnerable to cyber-attacks (an unsecured printer can be used as an on-ramp to a network).  

At a strategic level, a print operation can grow according to local needs of individual offices, leading to multiple brands, multiple providers, assorted lease contracts – all of this resulting in an administrative nightmare of varying SLAs and a multitude of invoices. A managed print services provider can reduce and simpliify this landscape, making the print operation a lot easier to manage. A managed print services implementation can also make it easier to report and predict operational costs, even locate rogue spending and misclassified spend – all of which can lead to considerable annual savings. 

Cost Savings 

Optimizing your print environment and cutting unnecessary devices can significantly reduce printing costs. MPS usually operates on a fixed monthly fee, making expenses predictable. 

Improved document management and streamlined workflows boost productivity, while proactive maintenance and rapid support reduce downtime, letting employees focus on their main tasks. 

Enhanced Productivity 

With MPS, document management becomes more efficient, and workflows are streamlined. This leads to a significant boost in overall productivity. Employees can focus on their core functions without worrying about printing issues, due to the proactive maintenance and support provided by the MPS provider. 

Improved Security 

MPS providers implement secure printing solutions that protect sensitive information and ensure compliance with data protection regulations. Enhanced security measures prevent unauthorized access to documents and print devices.  

These measures can include user authentication, secure print release, firmware management, and data encryption, ensuring that sensitive information remains protected.  

Environmental Benefits 

Optimized print strategies lead to less paper and toner waste. Many providers offer eco-friendly solutions like energy-efficient devices and recycling programs for used cartridges.  

This not only cuts costs but also supports corporate sustainability goals. By reducing waste and promoting recycling, organizations can contribute positively to environmental conservation efforts. 

Assessment and Analysis 

An effective MPS provider will start with a thorough audit of your current print setup. The provider will evaluate how many devices you have, where they are located, their usage patterns, and the associated costs.  

This comprehensive evaluation will help you understand how different departments use printing resources and identify areas of high usage, redundancy, and inefficiencies. Using this information, the provider can tailor solutions to fit your specific needs.  

While not all providers have access to the same information, our data from 30,000 customers across various industries enables us to have consistently accurate information. Additionally, our middleware helps us understand activity on all types of devices, regardless of brand.  

Optimization 

Based on the initial assessment, the provider might suggest consolidating multiple devices into fewer, multifunctional ones. This not only reduces maintenance costs but also improves efficiency. The MPS team will then implement software solutions to streamline document management and printing workflows, ensuring everything integrates smoothly with your existing systems.   

These software solutions can include print management software that controls access to printers, tracks usage, and provides analytics to further optimize printing processes. This level of integration and optimization helps in making the printing environment more user-friendly and efficient.  

Implementation 

Having decided on the MPS strategy that best fits your operation, the MPS team will begin the implementation.   

It is important to choose an MPS provider that approaches the decision process collaboratively, consulting and including you in the process, rather than from a prescriptive approach – merely informing you of the path forward. 

There are many copier/printer distributors who might position themselves as MPS providers. However, their approach is what we call “rip & replace” – they might have a strong bias toward replacing your existing devices with the one or two brands they represent.  

A truly brand-neutral MPS provider, with your best interests at heart, will take into consideration the existing printers that are suitable for your needs, update the outdated devices, restructure print operations in offices with detected inefficiencies, and only add new devices where the use cases legitimately call for it. Some larger MPS providers allow you to maintain your existing brand or mix and match as desired. With our brand-neutral approach, we offer the same flexibility.  

An experienced MPS team will ensure minimal disruption to your business operations and conduct staff training sessions for your employees familiar with any new devices. Staff training is crucial, as it ensures that employees can fully utilize the new devices and software, maximizing the benefits of the MPS solution.  

The right provider will plan for continuous monitoring to ensure everything runs smoothly. We strongly recommend the implementation also includes proactive maintenance to reduce downtime, and automatic supply replenishment which keeps printers stocked with essentials like toner or paper. This proactive approach means potential issues are caught early, minimizing disruption to daily operations.  

Learn more about workflow optimization. 

The right MPS provider will ensure that devices are always in optimal condition, to maintain a seamless workflow within the organization. 

Reporting and Analytics 

It is important that an MPS implementation includes good systems for reporting and analytics. Regular reports provide insights into print usage, costs, and areas for further optimization. These reports should include detailed cost analytics, showing where you can save more and providing a clear picture of the return on investment. This continuous feedback loop helps in making informed decisions and in continuously improving the printing environment.  

At Flex Technology Group (FlexTG) we proudly provide managed print services to over 30,000 customers nationally across virtually every industry, providing us with extensive data to expertly address this topic. Additionally, we want to emphasize what sets us apart in terms of helping you manage your printing needs. 

Initial Audit 

We start with a thorough audit of your current print environment, analyzing all print-related assets, including printers, scanners, thermal devices, copiers, and multifunction devices. This helps us pinpoint areas of inefficiencies. We also analyze the total cost of ownership of your existing print infrastructure, considering hardware, consumables, maintenance, and operational costs. This comprehensive analysis sets the foundation for a tailored MPS strategy. 

Customized Strategy Development 

Based on this audit, we develop a customized MPS strategy based on your specific needs. This includes recommendations for device consolidation, workflow improvements, and technology upgrades. Being brand-neutral, we can suggest the most efficient and cost-effective devices, replacing outdated equipment with modern, multifunctional printers that can handle higher volumes and a variety of tasks.   

Our print software solutions streamline document management, enhance print workflows, and integrate with existing IT systems. This approach ensures that the solutions we provide are not only cost-effective but also highly efficient and scalable. 

Seamless Implementation 

Our mission is to ensure a smooth transition to the new print environment. This includes installing new devices, migrating print drivers, and configuring software solutions. We aim to minimize disruption to your daily operations by coordinating closely with you for seamless integration. 

Proactive Monitoring and Maintenance 

FTG continuously monitors the print environment using advanced software tools, allowing for proactive maintenance to keep devices running efficiently and reduce downtime. Automated supply replenishment systems ensure printers are always stocked with necessary consumables like toner and paper.  

Our nationwide network of technicians provides comprehensive technical support, including remote diagnostics and on-site service, to quickly resolve any issues. This continuous monitoring and maintenance help maintain high efficiency and reliability in the printing environment.  

Detailed Reporting and Analytics 

We offer quarterly business reports on print usage, costs, and performance metrics, helping you understand your print environment and identify further areas for improvement.  

Regular cost analysis reports highlight the financial benefits of the MPS program, showing cost savings and return on investment. These detailed reports provide valuable insights that help in making informed decisions and in continuously optimizing the printing processes. 

Enhanced Security 

We implement secure printing solutions to protect sensitive information and ensure compliance with industry regulations. Enhanced security measures prevent unauthorized access to print devices and documents, safeguarding your data. Our security solutions are designed to ensure that your data always remains protected, providing peace of mind. 

Environmental Sustainability 

Ultimately, our process promotes sustainable printing practices. This includes using energy-efficient devices and recycling programs for used cartridges and equipment. Our optimization strategies reduce paper and toner waste, contributing to your organization's environmental goals. 

Managed Print Services at Your Organization 

Managed Print Services (MPS) streamline and optimize your printing needs by outsourcing print management to external providers. An MPS solution takes care of everything from assessing your current print environment to ongoing management and support. This ensures cost savings, enhanced productivity, improved security, and environmental benefits.  

By consolidating devices, implementing advanced software solutions, and providing continuous monitoring and reporting, you transform your business, making your operations smoother and more efficient. 

Flex Technology Group takes a comprehensive and tailored approach to managing your print infrastructure. Being a brand-neutral provider with nearly 30,000 customers and the largest network of technicians nationwide, our extensive reach allows us to help you achieve your managed print services goals. 

By focusing on assessment, optimization, seamless implementation, and ongoing management, we can help you achieve significant cost savings, improved productivity, and enhanced security for your business. Our goal is to ensure that your printing environment is as efficient, secure, and sustainable as possible- helping you achieve your business objectives.  

We hope this breakdown of managed print services has been helpful. If you have any additional questions or are wondering how to get started, please feel free to reach out. We are here to assist you!