Managed Print Services, also known as MPS, are companies that provide an array of office printer services designed to oversee an organization’s printers, scanners, fax machines, and photocopiers. They help businesses save time and money while boosting output and security by tracking consumption, ordering supplies when they run low, and handling all the company’s printing requirements.
Without the benefit of a MPS partner, printer management and operations often fall to the IT department – and they feel the pressure. On average, fifty percent of calls and requests to the help desk are printer-related. Each of those calls takes around twenty minutes to answer. So if the IT department receives a hundred calls or help desk tickets daily, around fifty of those will be about the printer. At twenty minutes a call, that would be over sixteen hours spent resolving print questions.
With MPS, IT departments can save a massive chunk of time and energy. Here are just three things IT can happily pass along when partnering with a MPS.
No More Installing Print Drivers
Outdated print drivers are a common issue for employees attempting to print. In many cases, IT departments must schedule time after-hours to do widespread updates. Then there is always the handful of employees who need a time specifically arranged. Finally, there is the issue of print driver update timelines. There is rarely a schedule of upcoming changes, and taking too much time to arrange company-wide installations can lead to an increase in printing problems.
Some companies let employees authorize operation system and printer driver updates. Yet, even these concessions do not take the problem one hundred percent off IT’s plate. User error can quickly result in serious issues and an influx of help desk tickets or calls.
MPS partners eliminate most concerns about print driver problems. For example, managed print services utilize cloud-based printing services, reducing the work on printer server maintenance. In addition, cloud management usually provides a single print driver with back-end support that helps push updates without the need for scheduling or interference from IT.
Added Protection from Security Risks
Nearly three-quarters of IT managers in the United States have experienced data losses due to unsecured printing practices. Yet, only thirty-three percent were confident their print infrastructure was secure, and printers worldwide remain vulnerable.
Today’s consumer, wi-fi-connected printers are especially problematic. With built-in hard drives and practically no onboard firewall or security software, they are easy targets. Hackers can use these printers to open the door to a wi-fi connected computer. In addition, hybrid and remote offices may be the most susceptible to unsecured consumer printers. These potential issues only exacerbate the already worrisome trend of data losses from main office printers.
Fortunately, MPS can help offices maintain better printer security in both traditional office settings and the new hybrid-style workplace. The latest small-footprint networked printers and mobile printing applications are just two ways to improve remote and hybrid printing security.
Providing networked printer options reduces the risk of unauthorized consumer printers while providing point-to-point protection. MPS programs use the printer network and their software systems to monitor printer activity and keep the printer systems separate from the company’s back end.
Print Maintenance can be a Breeze
In most organizations, IT teams are responsible for managing all the printers and ensuring they are in working condition. When there are printer errors, the IT team is expected to identify them, keep track of error codes, and determine solutions for each problem. When the printer problem requires parts and physical repair, the IT team is usually in charge of scheduling service and even monitoring technicians while they are in the building.
Managed print services partners leverage their software, systems, and expertise to fully monitor their business clients’ machines. Their knowledge of the models and printer trends also help them anticipate appropriate maintenance timelines and evaluate error codes quickly. The data MPS businesses collect on client printing usage also helps them map out printer performance data and more accurately predict when maintenance or service will be required.
IT might still have to escort technicians in the building, but service scheduling, maintenance, and error code handling are a worry of the past with a MPS partnership.
IT Saves Time and Money with MPS
The IT department spends a great deal of time and effort managing a company’s office print environment. While office printing is essential to smooth business operations, those long hours add up to thousands of dollars in lost time. Instead, that time could be spent improving operational capabilities, securing the business networks, and building new products and services to expand the business.
Partnering with a reliable managed print services partner alleviates printer headaches. MPS businesses manage maintenance, field printer-related employee issues, and cushion the company from printer security concerns. The result is an IT department that is free of printer concerns and able to focus its time, energy, and budget on more important items – things that are dedicated to building more profits and better business results.