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A Guide to Managed Print Services For Small Business

Posted by Glenn Gibson

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July 30, 2015 at 10:00 AM

MPS_workflowIf you’re a small business owner shopping for a printer or printing solution, you’ve probably heard about Managed Print services (MPS). MPS involves entering into a contract with a third party for the management, maintenance and support of your printer and its consumables.

Research has shown that a MPS contract can reduce printing costs by up to 30 per cent, in addition to reducing time wasted on ordering consumables or dealing with technical issues. When designing an MPS environment, your IT provider can also work with you to identify existing processes that can be improved, for example by automating manual document workflows or introducing mobile print.

Managed Print Services are usually charged on a monthly cost per page basis (which can be as a low as one cent per page for black and white or 10 cents per page for colour), in addition to renting a device, which means there's little initial outlay. Alternatively, your provider may charge a monthly service fee, plus device rental, based on a minimum number of colour and mono pages per month. The typical MPS contract is usually five years.

Four Steps to MPS

Setting up a MPS contract is a fairly straight forward process. Initially, you or your IT team will be working closely with your IT provider to assess and design a printing environment that meets the needs of your business. From there, your provider will conduct periodic maintenance and automatically top up consumables. They will also be on hand to assist with any trouble shoot or repair as required.

1. Assess: As a first step, your IT provider will measure, quantify and cost your current printer infrastructure to identify opportunities for improvements and cost savings. This establishes a base line against which you can measure future improvements and savings.

2. Design: Next, your IT solution provider will design a new office environment that aligns with your business objectives. This will include streamlining business operations, optimising the printer fleet, reducing costs, creating a print policy and developing short and long range goals.

3. Implement: The next step is to deploy new software, optimise hardware and establish best practice by training staff to use the new system. Regular reviews are also conducted to deliver ongoing improvements.

4. Manage: Once your print environment is up and running, your IT provider will manage it on an ongoing basis. This includes tracking and delivering supplies, monitoring usage, troubleshooting any issues and attending repair call outs.

To find out more about MPS for your business, watch this video.

Next, download the brochure here or contact one of our trusted resellers

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