How Do Managed Print Services Reduce Costs?


Printer with Ink Showing

Managed Print Services are a vital part of many different businesses, and they rely on the service to ensure they stay within a budget, all while receiving support and maintenance on print devices. 

The service is ideal for a number of different reasons, including reducing overall printing costs.

Can the printing industry reduce costs?

Printing can be a significant cost for many businesses. From ink and toner to paper, these costs can very quickly add up. However, with managed print services (MPS), businesses who heavily rely on printing can reduce their costs while also increasing overall productivity and efficiency. 

Sectors including education, healthcare and the insurance industry, which rely heavily on printing, can all benefit from introducing MPS. Software can be introduced which manages the ink and paper usage, as well as who can use the printers.

Find out how MPS could benefit your business

How do managed print services help to reduce costs?

MPS can help to reduce your businesses costs in a number of ways, including the following listed below.

Newer technology 

Unlike old devices, there’s no doubt that newer models are more effective, more user-friendly and in general provide much better value for money when it comes to using materials such as toner  and paper. 

By choosing a MPS, you will have greater choice when it comes to finding the right modern print technologies that will meet all of your needs. This is ideal for a range of different businesses, from small to large ones. The most cost effective/economical printers are only available from a certified MPS provider. Huge savings can and are made by choosing the correct hardware and super package.

New printers often have a range of money-saving technologies built into them, from using less ink per page printed to requiring less maintenance, which results in a decrease in downtime. 

Waste reduction and printer tracking

MPS can provide tracking software that allows businesses to analyse and monitor print usage. By identifying wasteful practices, such as misprints and abandoned print jobs, organisations can implement measures to minimise and reduce costs. 

Print tracking also allows costs to be spread across specific departments or individuals, promoting accountability throughout the business and encouraging conscious printing behaviour to reduce costs. 

No unexpected fees

Even the best technology needs regular maintenance and care to ensure they run at their best and last as long as possible. However, with a purchased printer, when a problem occurs, it’s likely you’ll have to pay significant fees to get it fixed. 

With MPS, the support and maintenance of your print devices is included in the cost of the service itself, meaning you don’t have to fork out on expensive repairs or maintenance. It also means you won’t be shocked by any expensive unexpected fees. Whether you need someone to come out and look at your device, or provide support remotely, it is all covered with Managed Print Services.

It's important to look at the total cost of print over the life of the printer (at least 5 years). A printer purchased from a high street retailer may be inexpensive to buy, but will be very expensive to run (cost of consumables, etc).

Compare this to a leased machine on an MPS support package, and although the hardware may appear to be expensive, the running costs are significantly lower (by as much as 4-5 times lower). Over a 5 year period, this can add up to hundreds, sometimes thousands of pounds in savings. 

When you add in the other benefits of efficiency, and so on, it makes sense to look at MPS.

Decreases employee downtime

Another way MPS can cut costs is by reducing employee downtime. Employees can spend a lot of their time trying to fix and resolve printing issues, as well as gathering up printed documents. As we’ve mentioned, MPS can take away the need for employees to spend their time fixing and repairing print devices since the support and maintenance is included in the price. 

MPS also takes away the guesswork for many employees who may spend a significant amount of time figuring out how to replace the ink cartridges, print in colour rather than black and white or trying to figure out which printer their document is printed on. MPS can help prevent any mistakes being made, and therefore reduce costs. 

Allows accurate budgeting

Many businesses aren’t fully aware of how much they actually spend on their printing, which can cause a huge amount of overspending. With Managed Print Services, you can see the amount you spend on printing on a month-by-month basis thanks to an agreed fee which is implemented at the start of your service package plan. 

This means businesses can correctly and accurately set budgets with your MPS costs in mind. The money saved can then be distributed on other important business assets.

Print policy rules

MPS can help businesses to establish and enforce printing policies tailored to their specific needs. These policies can include specific rules, such as only printing in black and white, printing double-sided and implementing user authentication for print jobs. 

Encouraging employees to follow these policies can reduce unnecessary colour usage, as well as decrease the amount of paper being wasted on a daily basis. 

Is managed print services worth it for businesses?

Managed Print Services are extremely worth it for a variety of different businesses, and gives great visibility into print usage, the health of all your printers and the costs over time. 

MPS gives your company control over what is being printed, what formats and where, at manageable and affordable rates. Regular reports and printing insights are presented, meaning decision makers can make changes to workflows and optimise processes. 

At Copy Print Services, we offer comprehensive Managed Print Services, in which we will attend your business to maintain your machine, repair it if necessary and finally, support your business in all aspects of printing, copying and scanning.

About the author 

John Hynes

Working in the printing industry for 35 years (office equipment servicing and maintenance), John - Managing Director of Copy Print Services - started as a hands-on technician repairing all kinds of equipment.

He always kept up to date with the “evolution” of the machinery and worked on the latest equipment that would give the customers the most efficient way of producing a document.

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