In today’s fast-paced business environment, efficiency and cost-effectiveness are essential for small and medium-sized businesses (SMBs). Many SMBs overlook the cost and time inefficiencies tied to their print operations, even though printing is a daily necessity. Managed Print Solutions (MPS) offer a comprehensive solution to manage and optimize a company’s printing infrastructure, providing substantial benefits that go beyond just reducing the amount of paper used. In this blog post, we’ll explore how SMBs can benefit from implementing MPS and how this technology can streamline operations, reduce costs, enhance security, and support sustainability goals.
1. Cost Reduction and Control
One of the most significant benefits of Managed Print Solutions for SMBs is cost reduction. Printing costs, both direct and indirect, can quickly add up, and for many businesses, printing is one of the least tracked expenses. Without a clear strategy for managing printing, SMBs often over-purchase supplies, under-utilize equipment, and face unnecessary maintenance costs.
MPS providers conduct an initial assessment of the company’s printing needs, identifying inefficiencies and opportunities for cost savings. They help businesses consolidate devices and optimize printer usage. For example, replacing several small, inefficient printers with a few multifunctional devices can dramatically cut costs. Furthermore, MPS includes ongoing monitoring, ensuring that resources like paper, toner, and ink are used more efficiently. By automating supply replenishment, businesses avoid the common issue of overstocking, ensuring supplies are purchased only when needed.
Over time, SMBs can see significant savings by implementing MPS. According to studies, businesses that adopt MPS can reduce their printing costs by up to 30%. These savings allow small businesses to allocate more of their budgets toward growth-focused initiatives.
2. Improved Efficiency and Productivity
In an SMB, every minute counts, and time spent on managing print devices, fixing issues, or ordering supplies can quickly add up. Managed Print Solutions relieve this burden by streamlining print management. With MPS, businesses no longer need to worry about printer downtime or troubleshooting as the service provider takes care of everything—from device maintenance to monitoring performance.
One of the ways MPS improves efficiency is through centralized management of all printing devices. This allows businesses to track printer usage, monitor performance, and manage settings from a single dashboard. Instead of having staff waste valuable time addressing printer issues or manually ordering supplies, MPS ensures everything is automated and running smoothly.
In addition, MPS often includes tools that optimize the document workflow within the organization. For instance, documents can be printed, scanned, and shared digitally, reducing reliance on paper and speeding up internal processes. In industries like healthcare, legal, and finance, where documentation is crucial, improving workflow efficiency can significantly impact overall productivity.
3. Enhanced Security and Data Protection
In today’s digital age, cybersecurity is a top priority for businesses, regardless of their size. Surprisingly, printers often present a security vulnerability that many companies overlook. Hackers can gain access to sensitive data through unsecured print jobs or unprotected printers.
Managed Print Solutions ensure that all printing devices are secure, protecting valuable company and customer information. MPS providers implement secure print protocols such as user authentication, encryption, and secure release printing. These features ensure that only authorized personnel can print or retrieve documents, reducing the risk of sensitive information falling into the wrong hands.
Additionally, MPS offers real-time monitoring of print networks, alerting businesses to potential security threats or vulnerabilities. In case of a breach, MPS providers can respond quickly to mitigate risks, providing a layer of protection that many SMBs might not have access to on their own.
4. Sustainability and Environmental Benefits
Many small and medium-sized businesses are becoming increasingly aware of their environmental impact. Managed Print Solutions can play a key role in reducing a company’s carbon footprint, aligning with sustainability goals. By optimizing print devices, MPS can help SMBs reduce energy consumption, minimize waste, and use fewer resources overall.
MPS promotes responsible printing practices, such as implementing duplex (double-sided) printing by default, which cuts paper usage significantly. It also tracks printing habits to highlight unnecessary or excessive printing, allowing businesses to take corrective action. By reducing wasteful printing and optimizing ink and toner usage, businesses can lower their environmental impact while also saving money on supplies.
Many MPS providers offer recycling programs for printer cartridges, reducing the amount of plastic waste that ends up in landfills. Additionally, some MPS vendors use eco-friendly devices that comply with energy efficiency standards like Energy Star, further reducing the business’s environmental footprint.
5. Scalability for Growing Businesses
As SMBs grow, so do their printing needs. Managed Print Solutions offer flexibility and scalability, making it easier for businesses to adapt to increased demand without experiencing growing pains. Whether a company needs to add new devices or upgrade its existing infrastructure, MPS provides a solution that can grow alongside the business.
MPS providers assess the current and future printing needs of a business and design a strategy that aligns with its growth objectives. This means businesses won’t have to worry about outgrowing their printing infrastructure or investing in expensive new devices as their needs change. Additionally, MPS helps prevent over-purchasing equipment that may not be necessary, allowing companies to scale more sustainably and affordably.
6. Predictable Monthly Expenses
Budgeting is often a challenge for small and medium-sized businesses, particularly when it comes to unpredictable expenses. With Managed Print Solutions, SMBs can better predict and control their printing costs. MPS typically operates on a fixed monthly fee, covering everything from hardware maintenance to supply replenishment.
This predictable expense model makes it easier for businesses to manage their cash flow and plan their budgets. Instead of being hit with unexpected costs for repairs, supplies, or new equipment, businesses can rest assured that all printing-related expenses are covered under their MPS contract.
7. Focus on Core Business Objectives
For small and medium-sized businesses, the primary focus should be on core objectives—growing the business, serving customers, and improving products or services. Print management can become a distraction that pulls attention away from these goals. Managed Print Solutions take the burden of print management off the shoulders of business owners and staff, allowing them to focus on what matters most.
By outsourcing print management to a trusted MPS provider, businesses can free up internal resources, both in terms of time and personnel. IT teams, in particular, benefit from MPS, as they no longer need to spend time dealing with printer-related issues. Instead, they can focus on more strategic tasks that drive the business forward.
8. Real-Time Monitoring and Reporting
A key advantage of MPS is the ability to track and analyze printing activity in real time. Managed Print Solutions provide detailed reports on usage patterns, allowing businesses to identify inefficiencies and areas for improvement. This data-driven approach helps SMBs make informed decisions about their printing needs, from adjusting device configurations to optimizing supply ordering.
With these insights, businesses can establish print policies to control costs and ensure that printing is being used responsibly throughout the organization. For example, they might implement rules that limit color printing or restrict the use of high-cost devices for certain tasks.
Conclusion
Managed Print Solutions offer numerous benefits for small and medium-sized businesses, from cost savings to enhanced security and improved workflow efficiency. By optimizing their print infrastructure, SMBs can reduce waste, lower operational costs, and ensure that their printing processes are aligned with their business goals. Furthermore, the sustainability advantages of MPS help businesses reduce their environmental impact, while the scalability of the solution ensures that they can grow without running into infrastructure limitations.
Ultimately, MPS allows SMBs to focus on their core business, confident that their printing needs are being efficiently and securely managed by professionals. As more businesses recognize the advantages of MPS, it’s becoming a must-have solution for companies looking to stay competitive in today’s ever-evolving marketplace.
