If you feel that your printing equipment could do more, you are not alone. In a recent research by a global print equipment supplier concluded that most of the businesses average about one print equipment for every two workers, and each device is used only for about 10 minutes a day. This research also shows that on an average employee prints about 900-1,100 pages a month, and on an average a business spends about $700-1,200 a year per employee on documents costs.

Earlier, for most of the firms, the biggest decision used to be equipment purchase vs. lease, but now its in-house-printing vs. MPS (vendor managed print services). The biggest reason for this change is that printing is now viewed as an important infrastructure requirement, like facility management, and IT network rather than a mere support service.

There are several benefits of outsourcing MPS, the biggest being one single point of accountability. This way, its possible for a company to consolidate all its scattered printing resources into a single strategy which allows them to make best use of what they already own.

The way it works is that in most of the companies, every department has its own printers. If one of them breaks down, the employees of that section may order a new one without thinking of other alternatives. Therefore, it's not uncommon to see several printers going underutilized and gathering dust. In reality, the fault is not with the employees, or management, but the lack of robust company-wide printer system. This is what many companies don't have inclination or capability to do.

A reputable MPS provider has years of hands on experience and necessary expertise to thoroughly assess your entire print infrastructure and devise and implement a sound strategy for optimizing what you already own. This may or may not include recommendation for adding new equipment.

As your manager knows, the biggest bottom line benefits often come by optimizing existing resources, and printing devices are no different. So consider these long-term benefits of a highly successful MPS partnership:

  • Improving productivity
  • Cutting your equipment ownership cost
  • Reducing energy consumption
  • Reducing or eliminating compliance penalties
  • Eliminating reliance on print shops

MPS is a proper management of various hardcopy tools such as printers, copiers, fax machines, and various multifunction devices. As a service and strategy, MPS has been designed for managing the huge volume of documents that flow through your office, while reducing the cost associated with printing, sharing, and updating them.

So once you sign an agreement, there are three vital steps to your company's successful MPS adoption:

  • Documentation - Properly quantifying and assessing the capabilities of your fleet
  • Optimization - Making the best use of all available assets by deploying the equipment optimally
  • Improvement and augmentation - Using document management and workflow strategy for improving output, making recommendations, and installing new tools and equipment wherever they're needed

Another important function of MPS provider is to show you places where you can easily reduce or eliminate the requirement for paper documents.

Mostly, MPS providers vary in ability, size, and the software and hardware they support. Some may work with few vendors, while others are vendor-neutral. Working with vendor-neutral provider is helpful as you won't have to dispose your current equipment and there won't be any need to buy new devices.

Your MPS provider will also offer you team of experts that will help you in designing, implementing and managing your printing infrastructure in a way that it addresses your specific business needs. The experts will include printer services, supplies, and parts along with detailed usage reports. Most of them charge on a per-page basis.