Benefits of a Managed Print Program

A Managed Print program can help you make the most of your existing print environment, while reducing costs and enhancing document workflows. Here are some tips to help you find the right provider for your business.
Benefits of Managed Print Services
A Managed Print program is designed to oversee every aspect of your print environment, freeing up internal resources while optimizing efficiency and workflow with services that include:

In-Depth Print Analysis – Managed Print experts have the necessary tools and systems in place to analyze your print requirements on a daily, weekly, monthly, and yearly basis. With this information, your print program can be custom tailored to suit your exact needs.

Strategic Placement – Time spent waiting in line to copy, print, scan, or fax documents can be better spent growing your business. Managed Print Services can help by placing the right equipment in the right locations to relieve bottlenecks and increase efficiency.

Budgeting – Not knowing how much you spend on printing can make it impossible to budget for the year ahead. A Managed Print program helps to turn an unknown variable into a more stable, predictable, monthly expenditure while increasing your bottom line.

Streamlined Inventory – Personal desktop devices can place a strain on resources and cause vulnerabilities within your print network. Multifunction devices are more economical and energy efficient.

Supply Management – Consumables such as toner are tracked and delivered when you need them to eliminate the need for excessive inventory, prevent unscheduled downtime, and avoid ad-hoc purchasing.

Device Upgrades  – After identifying devices that are inefficient or underperforming, your provider will make recommendations for replacements, to enhance document workflow and reliability.
What Can You Expect From a Managed Print Program?
Maximize your investment by choosing a Managed Print Services provider that offers the following:

Employee training for technology and security practices.
24/7 live support.

By |February 27th, 2019|blog|

How Using a Managed Documents System Can Improve Security

Today, every small business needs to keep data security in mind. Whether it’s a disgruntled former employee, or a determined hacker, one data breach can shut your business down. Today, you need to stay ahead of potential threats to protect your livelihood.

A managed document system can increase the efficiency of your workflows, improve productivity and keep your sensitive date safe. Implementing a three-part process can keep your data secure and meet all all required regulatory compliance for your industry.
Part 1: Print Output Management
Start by creating protocols to manage output.

User Authentication – Use PIN codes, swipe cards, or other identifier to set permissions and limit user access to critical data.
Encrypt Data – Documents should be encrypted as they travel through your network to your MFP and beyond.
“Follow-Me” Printing– Documents can be output to any network printer and securely released only to authorized and verified users.
Auditing and Archiving– Administrative software can track and save a backup copy of any document to a specified network folder for auditing and security.

Part 2: Digital File Management
Digital documents are more secure, easier to share, replace or restore in the event of an attack. Digitization can also:

Automate Workflows – Automatically notify recipients of tasks required to move work through the process.
Create Secured Access – Authorized users can access documents they need to complete a task. This prevents unauthorized access to sensitive information.
Audit Tracking – Documents can be tracked from initial creation until completion. Audits include all edits, versions, user access dates and times.
Disaster recovery – Cloud based systems that store data online can create redundant systems to protect data from disaster and breach, make data recovery easier, and reduce downtime after an incident.

Part 3: Scanning Solutions
Scanned documents can replace paper […]

By |October 15th, 2018|blog|

How Do You Know if Your Print Environment is Inefficient? Look for These Signs…

You may be spending a lot more on your document management than you realize. What if you could get rid of the inefficiencies in your print environment? You’d enjoy significant savings and increased productivity. The key lies in spotting the signs in your print environment that keep you from running at peak efficiency.

Here are some signs to look for:

You have too many “cheap” printers. One big sign of inefficiency is the proliferation of cheap printers in your workplace. While the entry price is attractive, consumables costs for them can quickly add up.
Too many abandoned documents in printer trays. Unnecessary printing is another sign of inefficiency. Overprinting is a waste of toner and paper! Documents lying around output trays are a security risk.
Everyone is buying supplies. No one wants to run out of supplies in the middle of a job. Often, that means people buying toner when they think it’s low. While it looks harmless, decentralized purchasing is often unaccounted for and can be a significant drain on your bottom line!
Too much colour output. Colour print costs up to 4X as much as black and white. While some colour printing is important (marketing materials, presentations or proposals) most documents can be printed in black and white at a reduced cost. This problem arises when you do not have print protocols in place and no one is monitoring output.
You’re IT is drowning in print-related issues. – It’s estimated that between 40 and 60% of IT calls and time are spent on print related issues. Outsourcing calls can help, but eliminating the need altogether goes further. For example, retiring old technology can reduce calls significantly.

Why Managed Print Services Makes Sense

Managed Print Services (MPS) is a great […]

By |April 6th, 2018|blog|

7 Steps for Choosing the Right Managed Print Services Provider

Making the decision to partner with a Managed Print Services (MPS) provider can not only offer significant cost savings, but can also increase productivity in the workplace and reduce the amount of downtime related to printing issues.

To get the most out of your investment in MPS, you’ll want to choose a partner that understands your business and proactively offers solutions to streamline document processes.

Here are several steps to take that will help you choose the best MPS partner for your business:

Begin with analysis. Considering that MPS is certainly not a one-size-fits-all solution, you’ll want to choose a provider that uses analytical tools to give you a fact-based report about what the actual costs of your existing printing environment are.

Consider the MPS provider’s track record. Is the MPS provider experienced in working with businesses such as yours to create an optimized print environment?

Find an MPS provider that offers solutions for both hardcopy and digital workflows. While many business processes still rely heavily on paper, the trend in the future is to move towards optimized digital workflows. The right MPS provider can help your business to transition to more efficient digital workflows.

Ask about integration. Will the MPS provider’s proposed solutions be able to integrate with your existing IT infrastructure? Will you be offered features such as the ability to connect seamlessly to cloud applications and/or the ability to print from mobile devices?

Choose an MPS partner that will grow with your business. When selecting an MPS partner, it’s important that you consider how the relationship will benefit you in the long run. Will the provider be able to meet your needs a year down the road?

Ask about security. Security breaches are on […]

By |May 4th, 2017|blog|

SMBs are Ready to Embrace MPS

Small and medium businesses (SMBs) make up a significant portion of Canada’s economy. Despite having limited budgets and resources, SMBs are expected to produce the same level of service and products as their larger counterparts. This leads to SMBs having to find solutions to help keep costs under control. For many SMBs, using Managed Print Services helps them achieve this goal.
SMB Printing
Printing is a key task for many businesses, with as many as 75% of SMBs stating that print is one of the most-used business tools. Printing is also a tremendous strain on budgets and IT resources, often requiring frequent service, supplies and attention. With so much depending on printing, if a device goes down, it can have serious ramifications for the productivity of the office.

Rather than try to work within these strict limitations and setbacks, more SMBs are turning to Managed Print Services (MPS) for the management of their printers. This frees up money, IT resources, and staff to focus on more important revenue-generating tasks.
Managed Print Services
Whatever services you choose, you can expect to see simplified print management, reduced print costs and increased efficiency. Some common tasks performed by an MPS provider include:

Analysis of your print environment.
Modifications made to print environment to reduce costs and boost productivity.
Automatic supply refills.
Device management and maintenance.
Automated digital workflow solutions.

Through a combination of these services, you can achieve predictable expenses, increased printer uptime, and a decreased waste of resources.
More Services; Greater Satisfaction
More and more SMBs are realizing the benefits of outsourcing print to an MPS provider. Studies have shown that SMBs using basic Managed Print Services have a significant increase in satisfaction in the print environment. These businesses often then expand their services […]

By |January 17th, 2017|blog|

How to Make the Most of Your MPS Experience

Today’s business print environment is becoming increasingly complicated as technology evolves. As a result, many businesses are turning to Managed Print Services to help them get a handle on not only their printing technology needs, but to optimize infrastructure, improve productivity and workflow, and cut expenses. The truth is, the real benefits of MPS extend beyond technology.

When you’re interviewing providers, first make sure your candidate can help you to drive greater business value over the long term. Here are two ways to create the optimal MPS experience.

1.  Go Beyond Print Management
As technology evolves your business needs to adapt. Your MPS provider’s strategy should adapt as well. Your technology needs to be able to function to meet the demanding needs of your business. The first task an MPS provider will undertake is to provide a complete technology assessment of your office machines to evaluate where you stand currently. They will then work with you to develop a strategy to enhance your current capabilities with an eye towards future growth.

When considering upgrades, your IT department will first look at computing – printer upgrades usually fall to the bottom of the list. An MPS provider can upgrade you to the latest printer technology right away. The newest printers allow your employees to fax, scan, print and copy on a single machine. Work can be remotely printed via the cloud and an MPS provider can implement a mobile print strategy to fit your needs.

An MPS provider will consider all of the software options for print controls to fit your unique needs. They can implement software controls for print monitoring, and mobile print that can save you money, increase productivity and improve workflow.

2.  Identify Growth Opportunities
Business evolves over time […]

By |June 15th, 2016|blog|

What You Don’t Know About Colour Printing May Surprise You!

When you’re running a small or medium-sized business, you spend an enormous amount of time and energy looking for ways to operate more efficiently and reach your audience more effectively.
What would you say if we told you that there is one thing that can help you to accomplish both of these objectives and more? It’s the use of colour!
Printing in colour can have a positive impact on your business.  Here are a few surprising statistics:

Research indicates that colour printing is an effective way to captivate your audience’s attention as it increases the reader’s attention span and recall by more than 82 percent.
Your audience is also much more likely to choose to read a colour document over black-and-white as readership increases by 80 percent when documents are printed in colour.
Want to get more results with your direct mail marketing efforts? Printing direct mail pieces in colour will make recipients 55 percent more likely to read it.
Colour printing can help make sure an important message is not overlooked as it will help your readers to locate information 70 percent faster.
Printing in colour can also have a profound impact on branding. By printing in colour, you can increase your brand’s recognition by 80 percent.

Printing in colour can greatly benefit both your customers and employees. But why aren’t more businesses doing this?
Many businesses view printing in colour as more of a luxury than a necessity. With the new technology available today, colour printing is more efficient and affordable than ever. And, when you factor in the increased conversions that come from printing in colour and the boost in productivity in the workplace, you may see colour printing as an essential part of your business operations.
When you use the right printing […]

By |April 29th, 2016|blog, Uncategorized|

Gain Insight Into Your Print Environment With An Assessment

A print assessment can give you immediate insight into one of the last unaudited areas of your business, your print environment.  An assessment takes an in-depth look into your organization’s printing behaviours, volumes and costs. This data is then compiled into a report that can help you evaluate your company’s current print environment and identify areas where you can potentially reduce costs, increase productivity and reduce waste.
Once the data is collected and analyzed you’re given a report that contains the following information:

Inventory of All Print Devices – networked and offline
Usage by Device – detailed breakdown of colour and black and white volumes
Actual Print Costs – by cost-per-page, device, and overall
User Activities – can be broken down by department, or by end user
Energy Consumption
Recycling Practices – paper and cartridge disposal

Once you’ve reviewed the data, you’ll be better able to make long and short-term educated decisions on opportunities to cut expenses. Depending on the size and dynamics of your organization your assessment may consist of:

Walk Around –Walk through and inventory of all devices and printing of a configuration sheet at the beginning and end of the day for each device. This will give you a snapshot of your daily usage, which can then be projected out over time.
Software Deployment– A software assessment takes a bit more time and offers a more in-depth look at your actual volume and costs. Companies can often immediately realize a 30% cost reduction at the end the assessment period.
Onsite Professional Services– Larger companies, or companies with multiple locations require a more in-depth process to collect and analyze data. Often the payoff is equal to (or greater than) the scope of the study and can result in significant savings!

The size and […]

By |March 30th, 2016|blog|

The True Cost of Inkjet Printing

Remember that inexpensive inkjet printer your business colleague was raving so much about that you ran right out and bought a few for your office? After all, the low price of entry and decent print quality of inkjet printers make them seem like a natural fit for most offices. You probably thought they were a great investment….until you ran out of ink!
Benefits of Inkjet Technology
Inkjet printers are easy to set up and have a small footprint making them good for personal use. Although their print quality is not quite as high as laser devices, inkjet printers are good enough for many office applications. And because inkjet printers are often not connected to the network, they offer a high level of privacy and security, both important in today’s business environment.
The Downside
The issue with inkjet technology lies with consumables. A recent study uncovered the shocking truth about that “inexpensive” inkjet printer on your desk. It compared the cost-per-ounce of various liquids and found:

Crude 0il costs $.015 per ounce
Milk costs $.02 per ounce
Dom Perignon costs $4.54 per ounce
Human blood costs $10.83 per ounce
Chanel No.5 costs $22.00 per ounce
Liquid ink for a common inkjet printer costs $32.99 or more per ounce!

Let’s put that into perspective; at $32.99 for an inkjet cartridge that produces 500 prints at the manufacturer’s rated yield of 5% page coverage (that’s about a paragraph) your cost per page is around 65 cents. Increase the coverage, add graphics or colour and that can skyrocket the cost per page to over one dollar! If you print that same page in full colour, increase the cost by four times as colour prints require four or more ink cartridges!
So how can you address this major hidden cost issue? A Managed Print Services provider can help. They’ll […]

By |February 20th, 2016|blog|

How to Get Started with Rules-Based Printing

Printing is a commonly overlooked area when it comes to reducing business expenses. Implementing rules-based printing can save a small or medium business up to 30% per year in energy, paper, toner and productivity. This is a significant savings, making printing an important area to evaluate for every business.
Rules-based printing applies restrictions and settings with the goal of using the most efficient printer that will meet print specifications for each job. This ensures that for every print task, the efficient option is being chosen without sacrificing the quality you need.
Some common rules include:

Using the most efficient printer for large jobs
Restricting colour printing to certain employees or departments
Changing default print settings to black and white, double-sided printing

Applying these rules allows each employee to understand the financial impact of their print jobs and participate in cost-cutting measures. With rules-based printing, you will see costs decrease while productivity increases. Here are some tips to get you started:

Evaluate your printers. Take note of each printer and print vendor your business uses. This includes shared printers as well as personal printers. You will want to note the age and manufacturer of each. Using multiple brands or vendors can reduce your negotiating power when it comes to price.
Uncover your true cost of printing. Each print job carries with it a certain expense. Paper, toner and energy are obvious expenses. However, print vendor services, maintenance, downtime and loss of productivity should also be included.
Evaluate current printer rules and usage. Look at your current print processes to determine how accessible your print environment is to those that need access to it. Once you take stock of the situation, you can begin to implement specific print rules that would make sense […]

By |January 18th, 2016|blog|