How much money does your office spend printing, copying, and faxing documents on a daily basis?

Most organizations spend more than necessary when using print resources to fulfill business objectives. Individual employees don’t have many incentives to be frugal with the office printer, and it does not take long for the costs of ink, toner, consumables, and printer repair to add up.

Furthermore, your print infrastructure may be improperly configured for the way you do business. Offices are dynamic places – some departments expand while others shrink as executive decisions adapt the company to a constantly changing commercial landscape.

Often, this happens without any subsequent change in the print environment in place.

This leads to a situation where small departments may have exclusive access to large, expensive print resources they don’t use while larger, more active departments are forced to make do with inadequate print resources. IT professionals typically have their hands full and don’t spend enough time or energy assessing infrastructural efficiency decisions like printer placement and allocation.

All of these factors can combine to incur significant losses.

When combined with the opportunity cost of freeing up IT personnel to make strategic, value-generating decisions for infrastructural change, the combined benefits of switching a managed print service plan can generate tens of thousands of dollars in cost-savings per year.

How to Implement a Managed Print Service Plan

The first step to implementing a managed print service plan is gathering accurate data on daily print fleet usage. Without data, no managed print service vendor can truly offer comprehensive solutions to your print inefficiencies.

A complete assessment of the way your employees use print resources at your company is critical. This gives your managed print vendor the information needed to develop a plan that addresses your needs specifically.

A typical print assessment includes a physical inventory of equipment and a breakdown of print equipment allocation. It includes data on print usage gathered by monitoring print usage over a period of time – usually a month.

This data gives print management experts the ability to calculate total print expenditures. In most cases, the cost-per-page of printed material is much higher than previously expected.

With accurate, comprehensive data in hand, your managed print service vendor is ready to develop a custom-tailored plan to fit your needs.

The next step is eliminating costly and inefficient processes.

Managed Print Services Stop the Break/Fix Cycle

Consider how much time your IT team spends repairing printers. In most office environments, hardware maintenance is reactive – not proactive.

Under these conditions, technicians don’t have time to perform preventative maintenance. They are too busy fixing broken equipment to expend energy preventing other equipment from breaking down in the first place.

This time-consuming cycle makes it difficult for IT professionals to focus on other important aspects of their job – like procurement.

If you could free up your IT team to dedicate more time to finding efficient procurement solutions for print consumables, you could easily generate savings that are simply not reachable without preventative maintenance.

IT professionals are dealing with increasing amounts of information on a daily basis. Streamlining just one of their responsibilities can create new opportunities for generating value in more complex areas, such as cybersecurity.

Managed Print Service Plans Address Infrastructural Inefficiency

If your IT specialists are too busy fixing broken equipment to develop strategies for achieving cost savings in procurement, they certainly don’t have time to address infrastructural inefficiency. Even something as simple as printer placement can have a considerable effect on office productivity.

But potential infrastructural value goes deeper than that.

What if you had unlimited, scalable access to print resources and could consolidate old equipment into a robust, centralized multi-function print department with network compatibility? This is the promise a comprehensive managed print services plan offers.

Instead of deploying print resources in an ad-hoc manner, you can take control of the allocation of print equipment. Consolidate fragmented deployments and give each department ample access to the print resources it needs to accomplish its business objectives most efficiently.

With a managed print service vendor, you can implement a scalable network-enabled print solution that meets the needs of your entire organization. Instead of identifying and procuring this equipment on your own, however, you would only need to pay a single monthly fee for its use.

This solution offers cost-efficiency and long-term stability that today’s organizations need in order to guarantee the greatest value to customers and corporate stakeholders. It transforms your IT department from a reactive break/fix environment to a value-generating proactive solution center.

While the potential benefits of managed print services are considerable, the ability to free up IT resources for the strategic tasks that IT is meant to deliver on represents extraordinary value for today’s busy offices.

Interested in managed print services but don’t know where to start? DME can help you implement a plan that speaks to your needs.