The case for reviewing your managed print services (MPS)

  • Published on: 27 April 2015
  • By: Admin

Controlling the cost of printing is the primary print management challenge faced by our clients, especially amongst SMEs. We’ve not yet reached the paperless office utopia that many dreamt about and in effect email has quadrupled most organisations' print volumes. Enterprises are still heavily reliant on printing and often don’t have the tools to track printing across all devices which can lead to significant and uncontrolled costs.  Typically users do not even consider the cost of colour versus mono, the use of doubled sided printing, or worry about printing the same document multiple times due it being picked up in error by another user.

Print management is becoming an increasing burden on IT yet it is a difficult area to manage with hard-pressed and insufficient IT resources. One of the reasons why cloud is so popular amongst SMEs is the fact that it allows them to do more with less and takes the pressure off limited budgets and resources.

MPS fits neatly into the utility model of IT consumption which cloud presents and allows enterprises to adopt a contractual approach on a cost per page model. Rather than managing the regular purchase of consumables, businesses can instead concentrate on activities which will drive the business forward. Usage of devices can be monitored remotely as can uptime and availability. Also these monitoring tools make it easier to identify heavy use individuals, or departments who can educated in the cost and use of printing.

A basic MPS is a fixed monthly/quarterly fee contract to purchase or lease hardware, service, supplies and support on a cost per page basis. A full managed print service will also encompass assessment, on-going management and software service.

The rise in colour print costs is significantly affecting businesses who rely heavily on printing and inadequate usage information will cause businesses to become exposed, especially where there are a large number of unmonitored devices in use.  We work with clients to understand their current situation and have been able to identify areas where huge savings in print costs can be made just by making some simple adjustments. Most businesses simply don’t have the time to devote to print management, therefore it can really make sense to bring in a consultancy to look at your whole approach, help you understand print usage and provide advice on where it can be improved.

Main challenges faced by organisations tend to be cost control, reliability of devices and reducing paper consumption and all of these can be tackled head on with a more effective approach to print management. Drivers to going down the MPS route include:

  • Reduce costs – consumables and hardware
  • Improve tracking of print costs
  • Predictable expenses
  • Ability to cross charge more easily across departments
  • Improve document workflow
  • Improve device uptime and availability
  • Simplify administration and procurement
  • Enhance security
  • Green agenda – reduce environmental impact of printing

Organisations who are mature in their usage of full MPS can expect to benefit from enhanced business processes, optimisation of devices – consolidation, monitoring and measurement, and assessment of document costs and usage patterns.

For those organisations who have a tight grip on their print management then an MPS might not be the best solution, however if you find yourself with little insight into print cost and without the resources to get on top of it then MPS might be the way forward. eXceeding can talk you through the pros and cons of different approaches and find the one that best suits your needs.

For further information on Cost Reduction Services please visit our Cost Reduction Services page

Email [email protected]  or call 03333 555 111 for all enquires.