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What is Managed Print services?

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[fa icon="pencil'] Posted by Michael Carroll [fa icon="calendar"] April 21, 2016


Managed Print Services, Print Management Solutions and MPS are terms popping up a lot these days, especially if you’re working with an office printer/copier leasing company.

So what is managed print services and what can a print management program do for your business, your end users and the bottom line?

First, let me share the two misconceptions I usually hear when discussing managed print solutions with a new client.

"Back off my personal printer!"

I’ve had a lot of end users share their thoughts with me on this topic and it’s often negative. They fear that if their company adopts a managed print services agreement, it means the provider is coming in and taking away their beloved desktop printer and forcing them print everything to a multifunction device at the other end of the office, raising convenience and security concerns.

"You're just another toner supplier."

Many also still have an old school view that print management companies are just toner slingers. They see us as simply an unnecessary toner fulfillment program.

Yes, consolidation strategies and supply fulfillment are part of what managed print services are, but more importantly it’s about maximizing efficiency and productivity while containing costs—not making things more difficult for employees.

So then what is the true definition of a managed print program?

According to Gartner, the Managed Print Services definition is:

Managed print services (MPS) are services offered by an external provider to optimize or manage a company’s document output. The main components provided are needs assessment, selective or general replacement of hardware, and the service, parts and supplies needed to operate the new and/or existing hardware (including existing third-party equipment if this is required by the customer). The provider also tracks how the printer, fax, copier and MFP fleet is being used, the problems, and the user’s satisfaction.

But in simpler terms, a word-class managed print services program is comprised of three elements:

  1. The hardware itself. Any end points like desktop printers and the departmental multifunction device. Basically anything printing paper.

  2. Technical support. I’ve seen this change quite a bit. At one point this meant when something goes wrong, you can call a service technician who comes out to fix it. It’s evolved into a lot more today. It’s the ability to remotely monitor the fleet of printers and collect predictive intelligence to better anticipate an organization's needs. Such as looking for issues and proactively remediating them before downtime occurs.

  3. Lastly is the software platform and workflow that wraps around #1 and #2 to provide visibility and optimization. A true managed print service provider is not going to stop at just supplying toner and break-fix support. It’s about looking at everything together to help companies gain holistic insight into their printing environment to optimize efficiency and costs.


Related Posts:
4 Managed Print Services Trends for 2016

Let our team of Managed Print Specialists build a print management solutions strategy that will save you money and improve the efficiency of your employees. An analyst will map your current print environment, provide a comprehensive usage trends report with metrics and present an immediate plan of action and long-term strategy to print more efficiently and less. Contact Us for a free assessment and recommendations.

Lewan Technology, a Xerox Company, is headquartered in Denver, CO and provides managed print services, managed technology services, IT solutions, document and printer solutions.

Topics: Managed Services, Printers & Copiers, infographic, Sales Technique

Michael Carroll
Written by Michael Carroll

Michael brings 20 years of experience to Lewan. Joining the team as a graphic communications specialist 11 years ago, his contagious positivity and passion for the business quickly developed into a leadership role, giving Michael the opportunity to instill his entrepreneurial spirit and knowledge of production and managed print solutions in his team. Michael graduated with a BA from Bowling Green State University.

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