Advantages of Using Business Printing Services
In today's fast-paced business environment, the role of technology is more crucial than ever. One such technology that often goes unnoticed yet plays a significant part in enhancing productivity and streamlining operations is Managed Printing Services (MPS).
MPS offers a multitude of benefits across various aspects of a business, from cost management and productivity to document management, maintenance, user experience, sales, and security.
Firstly, MPS can help businesses reduce costs and gain better control over their printing expenses. Unmanaged printing environments often incur hidden wastage and untracked costs, but MPS provides precise tracking and control of printing expenses, such as cost per page, toner, supplies, and maintenance. This transparency allows organizations to meet budget goals effectively and avoid emergency expenses linked to rushed toner orders or unmanaged supplies.
Secondly, MPS improves productivity and workflow efficiency by automating supply restocking and maintenance. Staff no longer waste time managing printing supplies or troubleshooting devices, freeing them to focus on core tasks. Additionally, digital document workflows integrated with MPS improve productivity by providing centralized, quick access to documents, reducing time lost hunting for files or waiting for approvals.
Thirdly, MPS enhances document management by providing better control through encryption, access controls, audit trails, and compliance enforcement. This reduces errors, improves security, and facilitates better teamwork through version control and centralized access to document repositories.
Fourthly, MPS providers usually offer proactive maintenance and support, reducing the number of printer breakdowns and emergency repairs. This shifts organizations from a reactive to a proactive maintenance model, improving uptime and reliability.
Fifthly, MPS often simplifies the user interface by standardizing devices, streamlining supply management, and automating print tasks. This reduces user frustration due to inconsistent printers or toner shortages and supports seamless printing experiences throughout the organization.
Sixthly, the efficiency gains from MPS can indirectly boost sales by enabling faster turnaround on print materials and reducing errors in print orders. Automated order management systems related to printing improve transparency and order tracking, leading to enhanced customer satisfaction and quicker fulfillment of sales orders.
Lastly, MPS can help ensure security by providing access control and tracking the history of prints, scans, or copies. This is particularly important as 78% of employees may print personal work or steal confidential information.
Contemporary printers are not only more efficient, using 40 to 55% less energy compared to non-certified models, but they also come with touch screens and easy-to-use interfaces, making them convenient for anyone to operate. Modern printers can connect to devices via Bluetooth, promoting convenience and productivity in the work environment.
In conclusion, implementing MPS in a business environment can lead to a host of benefits, including cost reduction and control, improved productivity and workflow efficiency, enhanced document management, maintenance and support benefits, improved user experience and interface, and an impact on sales and customer experience by streamlining print order handling and quality control. By improving the work environment, productivity, and sales of a business, MPS is an investment worth considering for businesses of all sizes.
[1] What is Managed Print Services? (n.d.). Retrieved from https://www.xerox.com/en-us/office/managed-print-services [2] The Importance of Document Management in Business (2019, September 17). Retrieved from https://www.docuvera.com/blog/the-importance-of-document-management-in-business [3] The Impact of Managed Print Services on Sales and Customer Experience (2018, October 2). Retrieved from https://www.xerox.com/en-us/office/blog/impact-of-managed-print-services-on-sales-and-customer-experience [4] How Managed Print Services Improve Document Management (n.d.). Retrieved from https://www.xerox.com/en-us/office/managed-print-services/document-management
Gadgets like modern printers, often integrated with technology such as touch screens and Bluetooth, can provide numerous benefits in a business environment, including enhanced user experience and improved productivity. The technology behind Managed Print Services (MPS) also helps businesses reduce costs, manage printing expenses precisely, and boost sales by streamlining print order handling and quality control.
