Despite much talk of the paperless office, printing continues to play an important role in most business operations. It is a costly one too, which is what makes managed print services (MPS) a logical solution.
MPS covers more than just printers. It includes everything related to these devices, from their output, to their supplies and support, and from the way your business uses documents, to the people and processes that intersect with each of these, says Chris Rube, general manager at Oxbow. “MPS is a way to gain visibility and control of your document processes and costs.”
“From the start, MPS enables you to manage printing outputs within the business. This means being able to effectively control what employees are printing. It allows you to, for example, limit wastage and eliminate multiple prints of the same document, thereby saving costs.”
Another critical area where output management is effective, continues Rube, is in controlling the printing of personal documents and files by employees. While MPS can be of benefit to all organisations, it is particularly useful for those industries where large volumes of documents are regularly printed, such as in the education, accounting, and legal sectors.
“When we talk of cost savings, we are not talking small numbers either,” Rube says. “A proper MPS implementation will immediately realise around a 30% reduction in costs. Implementing fine-tuning and adding business logics components can enable additional savings of some 35%, bringing the total savings to around 65%.”
Rube adds that although there is always a level of resistance to change, adopting an MPS should not require high levels of training or change management. “All that is required is that your employees truly understand the benefits this offers to both themselves and the organisation. If the cost, efficiency and ‘green’ benefits are communicated properly, clearly and timeously, there should be no problem.”
Heinrich Fourie, COO at Symbiosys IT, says that MPS relies on workflows to enforce core components such as security control, visibility, and proactive management.