Printing, scanning, and copying are the most crucial yet most ignored tasks of any enterprise. According to statistics, annually, companies spend 5 to 15 percent of their budget on printing. If this printing is not managed properly, this printing cost can rise more.
Successful businesses are now shifting towards technology to make their office workflow optimized and streamlined. For print management, there are enterprise print management solutions that regulate the printing environment and free up business owners from these tedious management tasks.
When you outsource your printing tasks, the professional team manages and maintains the security of your documents. It also reduces the overall cost of the printing budget.
If you are looking to hire a print management service but cannot decide whether to give it a shot or not, then stay relaxed. We have brought the top 5 benefits of these services. After reading them, you can decide wisely why you should go for these services. Before that, let’s see what print management services are?
What is Print Management Services?
Managed Print Services (MPS) are services provided by a third party to help a firm optimize or manage its printing and document needs. Process evaluation, specific or general equipment replacement or maintenance and providing printing supplies such as printers, toners and papers etc. are the key tasks performed by these managed services.
Moreover, these service providers also keep track of your printing environment and identify any issues if they exist.
Benefits Of Print Management For Organizations
Organizing your print environment with the help of print management services can help you get these following benefits.
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Enhanced Efficiency
Your organization’s main benefit from print management services is enhanced efficiency and streamlined workflow in your office. Your employees don’t waste time due to delayed printing as the print management prints the necessary documents on time. When documents are ready on the table on time, you can sign contracts and grow your business.
Moreover, these services include maintenance as well. The print management knows when is the time for printer maintenance, and they make pre-booking with maintenance services. Therefore, your printers never go out of work, and there is no delayed print when there is an important meeting. In addition, due to this timely maintenance, their longevity also increases.
Furthermore, your IT team will be free from maintaining your printers. That’s why they can focus more on your business’s core tasks, which results in instant growth of your business.
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Reduces Cost
Print Management solutions can also reduce the overall print cost of your business. These services have contracts with printer and ink cartridge providers. These providers offer them discounts, which these print management companies can pass on to your enterprises.
Moreover, the management team is keeping an eye on any superfluous prints. If employees send a draft to print without proof-reading then it is rejected and sent back to the employee for proof-read. This saves a significant amount of money on paper and ink.
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Improved Security
Print management not only optimizes your prints but also makes them secure. Suppose there are confidential documents to print; the print management prints them vigilantly. These services make printers equipped with security software. Therefore, not everyone has access to your printers. Only authorized persons can get prints by entering their usernames and passwords on printers.
Moreover, the printing services include security features that prevent your documents from being leaked. These features include
- A secure cloud hosting environment
- A next-generation firewall will protect against cyber-attacks
- Transmission control protocol/internet tracking can be used to limit web traffic from specific places
- Correcting errors and flaws that could harm your equipment
- The printing equipment is inspected regularly
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Lowers The Environmental FootPrint
Everyone, including company employees and owners, is responsible for saving and safeguarding the environment. Managed print solutions keep track of your printing requirements and prevent you from printing anything you don’t need. Print management services stop printing if there is double printing, draft printing, or printing without proofreading.
As a result, the consumption of resources such as power, paper, and toners will be reduced. Toners and cartridges emit carbon dioxide, which is extremely detrimental to the environment. It is vital to limit the usage of such resources in order to save our environment.
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Cloud Based Printing
Another important benefit of print management services is cloud-based printing. These printing solutions come with their own printing software, which does not require a server to operate. The printing tasks are sent to this cloud-based software whenever there are documents to print. After that, the print management department validates the printing task and sends it to the relevant printers. There is also special software that is used to link these printers to the cloud server.
Thanks to cloud-based printing, workers can send you assignments for printing from their homes. As a result, if your company requires such services, which include computer operations, then you can hire remote workers. This kind of remote hiring boosts your office’s chances of attracting more qualified staff.
There are other benefits of cloud printing as well, such as
- It is possible to print from any of the company’s printers.
- Updates to the software are performed automatically.
- The integration of digital processes and printing services is simple.
- Printing will be more secure due to this cloud-based server.
- Printing from any location is more convenient and accurate.
Conclusion
Conclusively, if you manage your printing needs, your firm has a good chance of succeeding. The majority of your workplace tasks are handled by printers. When you optimize your printing environment, you are indirectly optimizing the entire office.
That is why it is vital to hire print management services. These solutions relieve you of the hassle of managing your print activities, and also aids in annual cost savings. Moreover , you’ll be able to concentrate more on the core aspects of your organization and make it successful
