Managed Print Services: A Comprehensive Guide To MPS Service And Its Benefits
Are you having trouble meeting your print needs with an in-house printer?
Many businesses waste hours and hours of their valuable time personalising, printing, storing, and delivering printed materials. For example, some companies want to send invoices/payment reminders to their customers, while others want to print marketing materials.
Any company that regularly prints a considerable number of materials should optimise their printing process. But, unfortunately, you can only do so much optimisation for your in-house printing process. By the end of the day, you would still lose a considerable amount of time and money on an in-house printing process.
Managed print services Australia is the best way for a company to optimise their printing operations to save time and money. Below, we will discuss what is managed print services and how you can use them effectively for your business.
The guide provides valuable information and insights on the methodology for MPS and its benefits. It even explains the characteristics of an MPS contract.
What is Managed Print Services?
Managed Print Service or MPS are services offered by a third-party service provider for optimising or managing an organisation’s document output. The MPS provider takes care of every aspect of the printing needs of its clients. Hence, the duties of an MPS provider includes the following
- Assessment of printing equipment
- Replacement of hardware (selective and general)
- Servicing of equipment or parts
- Supplies required operating the hardware
Does Your Business Need MPS or Managed Print Services?
Generally speaking, if yours is a business that often has to print or mail letters, then MPS can benefit your business. MPS can help businesses of all sizes and shapes. However, as the company’s size increases, so does the chance of wastage in printing.
That does not mean smaller companies always run an optimised business printing process. On the contrary, poor printing management and the absence of appropriate policies and procedures can badly affect even small companies.
Following are the indications that your company needs managed print services.
- Your staff needlessly print out emails and other information that can easily remain in the digital format
- Your team members needlessly print reams of paper
- The team or staff always print in colour when you only need black and white prints
- You often see unclaimed documents lying around in the office everywhere
- You have a supply closet filled to the brim with printing supplies like unused toner, ink cartridges, etc.
- You have to deal with multiple suppliers, services, and software invoices
- You frequently run out of printing supplies like toners or ink cartridges for printing
Methodology For Managed Print Services
The methodology for Managed Print Services may vary based on the unique service provider. Print management services use different approaches or methods for determining their role in a business organisation. Generally, the MPS methodology consists of a four-step process:
Step 1: Assess The Requirements
A good MPS provider’s first step is to assess the printing requirements by conducting a full audit of the business’s print infrastructure. An in-depth diagnosis or print assessment helps the MPS provider understand the existing work environment of the organisation. It includes getting a comprehensive picture of print usage and its workflow trends.
Step 2: Design A Custom Solution
The information obtained from the assessment is used to design custom solutions for your specific organisation. Creating a custom solution enables you to meet all your printing requirements with ease and minimum wastage.
Step 3: Implementation Of Changes
Once a custom printing solution is created for an organisation, it is soon implemented and managed by the MPS provider. A good Managed Print Services provider like PostGrid will be with you at every implementation stage. Print solutions like PostGrid ensure that the transition to the print solution is carried out as smoothly as possible.
Step 4: Manage The New Print Environment
The job of the MPS provider is not over after implementation is completed. Service providers like PostGrid offer you all the tools you need for ensuring a seamless print environment. Furthermore, the MPS provider needs to regularly analyse the print requirements to ensure it evolves with the growth of your business.
Benefits Of Managed Print Services
There are numerous benefits for business organisations that employ print management services. Following are some of the significant benefits business organisations can get from using MPS for their printing needs.
- Control Your Budget And Save Money
- Minimise Energy Consumption
- Significantly higher uptimes
- Reduce your IT burden
- Remotely monitor and manage your print requirements
- Scale your printing capabilities as your business grows
What Is An MPS Contract, And Why Is It Important?
An MPS contract is an agreement between you (the organisation) and the MPS provider. Make sure that you know everything stated in the contract before you sign it. The MPS contract must cover the parts and servicing of the printing devices.
Ideally, the MPS contract should include all parts, labour, and consumables, and all your devices come under an extended warranty. However, every MPS contract is not the same. For example, some contracts may only cover toners in their contract. In contrast, other agreements may include supplies like waste toner bottles, drums, etc.
Ensure that you understand which all supplies are covered under the MPS contract. It is also worth noting that most MPS contracts include a base charge for the device, billed over monthly or quarterly. Similarly, some MPS contracts do not have a minimum volume required. In other words, you only need to pay for exactly what you print.
Eligible Devices For Managed Print Services
The eligible device for Managed Print Services may vary depending on the service provider you choose. For example, it is possible that your business already has many printers in place. In that case, select an MPS provider that does not require you to replace your existing print tech.
You should ensure that the eligible devices for the MPS provider include the devices you use. Furthermore, most reliable MPS providers offer a complimentary assessment that reveals which of your devices can be put under contract and needs an upgrade.
Automated Direct Mail Solutions
It is always best to choose a service provider like PostGrid that offers complete direct mail automation when it comes to managed print solutions. Yes, it means you automate EVERYTHING! PostGrid takes care of everything from personalising your letters to printing and delivering them to your target audience.
The thing with many MPS providers is that they don’t have mailing capability. It means you have to fend for yourself regarding the logistic challenges of sending bulk mail. However, advanced tools like PostGrid offer a single stop solution for all your print and mailing needs.
You can send all sorts of mail via PostGrid’s direct mail automation tool, including invoices, patient reports, marketing postcards, and much more. In addition, PostGrid lets you set up triggered direct mail that automatically sends scheduled mail to your targets.
Conclusion
Managed Print Services is an excellent way for businesses to meet all their printing needs. It enables companies to bypass the lengthy and often complex bulk printing process. Companies have a wide variety of printing needs.
Some businesses want to print their invoices, while others require postcards for direct mail campaigns. Usually, the business print requirement is in bulk. The printed material is almost always sent to their customers or clients via post.
Hence, opting for a complete direct mail solution like PostGrid can solve all your direct mail needs. PostGrid can connect with your CRM to print and deliver personalised direct mail anywhere in the world. Furthermore, PostGrid even offers an AMAS certified address verification system.
The direct mail automation with address verification ensures that all your direct mail is delivered without delay or mistake. As the entire process is automated, there is no chance for a manual error when employing a system like PostGrid. Even if you do, by some chance, run into some trouble, PostGrid’s superior customer service is always there to help you out.
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The post Managed Print Services: The Ultimate Guide appeared first on PostGrid.
source https://www.postgrid.com.au/managed-print-services-guide/
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