Printing, scanning, documents and digital workflows. Every organization relies on these processes. But what is the best strategy when it comes to supporting employees with their print needs – especially in the hybrid working model.
At the heart of every office lies its print hardware. Once they were dedicated devices that specialized in printing or scanning. Today they’re multi-function machines that enhance business critical processes, enable greater flexibility, increase productivity and make employees’ lives much easier.
According to an IDC survey, the average knowledge worker wastes 4 hours a week searching for documents and content. Who wouldn’t want to automate tedious tasks so staffs can work on more value-added projects? Or reduce human errors by providing technical solutions to problematic trails?
Managed Print Services emerging as a foundation for digital transformation
Companies want to identify where to focus their digital transformation efforts to maximize their return on investment. But before they start digitizing workflows, they must look at the documents and information that drive those workflows. For example, how those documents are edited, stored, printed, scanned, tracked, etc. However, two in five companies are still struggling with primarily paper-based, manual workflows. This is where more companies are bringing in trusted Managed Print Services (MPS) providers to leverage their specialized expertise in understanding and optimizing the lifecycle of documents and the processes they drive.
Established MPS providers use leading edge multi-function printers and scanners to rapidly digitize paper-based, manual workflows. But their expertise helps businesses figure out what can be digitized – and what needs to remain paper-based, while ensuring that those physical documents fit within optimized digital workflows.
How Managed Print Services can lead to cost savings
Your print room and multi-function devices are part of the lifeblood of your organization – no matter which industry you are in. An inefficient and in-cohesive office print solution can escalate costs in multiple ways. There is the cost of the devices themselves when organizations provide dedicated print devices to locations, teams, or individuals. Furthermore, there’s the cost of operating and maintain those devices, using paper, toner, and increased call-out charges. Lastly, there’s the loss of productivity if devices go down.
Managed print solutions can significantly reduce the number of devices you need. Besides automating and digitizing a large number of tedious tasks. Think less paper, less ink, and less work. Removing any loss of productivity if a device stops working altogether.
How managed print can improve security
Security is a concern for every organization. It’s crucial that both your customer’s data and your employees are protected. Whether that’s against cyber-attacks and potential loss of data, or against human error during business-critical tasks – after all, everyone makes mistakes.
Managed Print Services can go a long way to combatting these risks. The latest multi-function devices incorporate automatic software updates to ensure they have the latest security installed. They also allow for identification measures. These not only keep individual users’ documentation private across multiple devices but also allows them to safely use any device on your network.
Introducing Managed Print as a Service
Now, leading MPS providers are integrating managed services and the subscription model as essential ways to meet rising requirements with limited resources — Managed Print as a Service (MPaaS). This cloud-based offering combines the proven value of traditional managed print services, the flexibility and scalability of the subscription-based model, and powerful analytics, workflow automation and digitization capabilities of the cloud.
This new platform enables businesses to rapidly scale up or down with on-demand access to physical services, including supplies management, device deployment and physical device management, as well as digital offerings, such as remote print and device management, destination scan/route services and digital device management.
Planning to redefine your print infrastructure? There are many approaches to consider. Provider can deploy basic print management software or basic document output services to lighten the load on IT teams – or expand to include management of your cloud print infrastructure and the entire device ecosystem. To fully relieve internal IT and operations teams of any work involving the print ecosystem, you can add remote or onsite MPS professionals to oversee the entire physical environment, including management of supplies and parts.
Learn more about how our Managed Print Solutions can help reshape your print environment to be more agile and cost effective.
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