In today’s fast-moving business environment, companies are constantly pursuing efficient ways to manage operations while reducing costs. Printing remains an essential part of many organizations, yet the decision to manage their printing needs by buying printers or opting for Managed Print Services (MPS) can have a significant impact on productivity and expenses. This blog delves into what Managed Print Services are and why they might be a better choice than purchasing printers outright.
What is a Managed Print Service?
Managed Print Services, often abbreviated as MPS/MPaaS, refer to the comprehensive solutions provided by a managed print services provider. These providers take over the management of a company’s printing infrastructure, including hardware, software, maintenance, and supplies. The goal of MPS/MPaaS is to optimize printing processes, enhance efficiency, and reduce costs while ensuring that your printer fleet management is tailored to meet your business’s needs.
Unlike traditional methods where companies purchase printers and handle print management solutions in-house, Managed Print as a Service offers a streamlined approach by outsourcing these responsibilities. The provider conducts an initial assessment of your printing needs, implements a tailored solution, and provides ongoing support for print services management.
Why Buying a Printer May Not Be the Best Option
While buying a printer might seem like a straightforward solution, it comes with hidden costs and challenges that can stymie your business in the long run. Here are some reasons why purchasing a printer might not be the most cost-effective choice:
1. High Initial Costs
Printers, especially those designed for large-scale business use, can be expensive. Additionally, businesses often need multiple devices to accommodate their operations, which significantly increases upfront costs.
2. Maintenance and Repairs
Owning a printer means you’re responsible for maintenance and repairs. Printer malfunctions can result in downtime, additional repair costs, and disruptions to productivity.
3. Unpredictable Supply Costs
The cost of printer supplies, such as ink cartridges and toner cartridges, can add up quickly. Without proper monitoring, these expenses often exceed initial estimates.
4. Lack of Optimization
When organizations manage the internal printing process, they often lack the tools to analyze usage patterns or optimize workflows. This can lead to inefficiencies and wasted resources.
Values of Managed Print Services
Choosing Managed Print Services over buying a printer provides a range of benefits that make it a more appealing option for businesses. Here are the key values of managed print services:
1. Cost Savings
Managed printing services help reduce costs by consolidating your printing needs under one provider. With predictable monthly fees, businesses can avoid the fluctuating costs associated with buying printers and supplies. Additionally, providers ensure that your printer fleet management is efficient, minimizing waste.
2. Improved Efficiency
MPS providers implement print management solutions tailored to your company’s needs. By analyzing your print usage, they can recommend strategies to streamline processes, such as setting default double-sided printing or allocating high-volume jobs to more cost-effective devices.
3. Expert Maintenance and Support
One of the major benefits of managed print services is access to expert support. Providers handle maintenance, repairs, and troubleshooting, ensuring minimal downtime and uninterrupted workflow.
4. Enhanced Security
Modern printing devices are vulnerable to cybersecurity threats. MPS providers offer robust security features to protect sensitive information, such as secure printing protocols and user authentication.
5. Environmental Sustainability
Managed print services focus on reducing waste and promoting sustainability. Providers often implement eco-friendly practices, such as recycling used cartridges and reducing paper consumption through optimized printing strategies.
How Managed Print Services Work?
- Assessment: The MPS provider conducts a thorough analysis of your current printing infrastructure, including device usage, costs, and workflows.
- Customized Plan: Based on the assessment, the provider develops a tailored plan to optimize your print environment.
- Implementation: The provider installs the necessary hardware and software, integrating them into your existing systems.
- Monitoring and Management: The MPS provider continuously monitors your printing environment, ensuring efficiency and addressing any issues promptly.
- Ongoing Support: With regular maintenance and supply replenishment, businesses can focus on core operations without worrying about printing challenges.
Managed Print Services vs. Buying a Printer: Key Comparisons
| Feature | Managed Print Services | Buying a Printer |
| Upfront Costs | Minimal | High |
| Ongoing Costs | Predictable | Variable |
| Maintenance and Repairs | Handled by provider | Responsibility of the owner |
| Optimization | Comprehensive and tailored solutions | Limited |
| Scalability | Easily adjustable to business needs | Requires additional purchases |
| Security | Advanced features provided | Depends on user implementation |
| Environmental Impact | Eco-friendly practices included | Dependent on user actions |
Who Should Consider Managed Print Services?
MPS is ideal for businesses of all sizes, particularly those that:
- Rely heavily on document printing.
- Want to streamline operations and reduce costs.
- Lack the resources to manage print services in-house.
- Need to enhance security and compliance.
- Are committed to sustainability goals.
Conclusion
When it comes to managing your company’s printing needs, Managed Print Services often prove to be a better choice than buying a printer. At Wepsol, we understand the challenges businesses face with printing inefficiencies and rising costs. From cost savings and improved efficiency to enhanced security and sustainability, the benefits of managed print services make it a smart investment for businesses looking to stay competitive.
By partnering with Wepsol, a trusted managed print services provider, you can focus on growing your business while leaving print services management to the experts. Instead of navigating the complexities of printer fleet management and supply logistics, let Wepsol handle your needs and provide tailored print management solutions that drive your business forward.
If you’re still debating between managed printing services and buying a printer, consider conducting a thorough cost-benefit analysis. You’ll likely find that the benefits of managed print services far outweigh the initial appeal of owning your printers outright.