How does managed print services help small businesses

Managed print services (MPS) has slowly but steadily began to grow, within South Africa and on a global scale. Even in previously untapped markets such as India, the need for MPS solutions has begun to become apparent. For large industries and companies, the benefits are obvious, but for small businesses the benefits are every bit as notable.

Some of the many ways that managed print services can help small businesses include the following:

• Paperless invoicing

While many companies who work within online industries are already converting to a paperless invoice system, other companies still rely on a paper trail, with invoices filed in hard copy along with many other company documentation.  Invoices can be converted to PDF and emailed, rather than being printed and sent by post. This saves on print expenses as well as labour and postage.

• Batch plotting

A large number of companies still work on a single file print system, which ultimately results in much time spent on printing, while also compromising quality and conformity. Using managed print services strategies such as batch plotting utilities instead of single file print operations is an effective way to save time, improve quality and standardise print output.

• Same day document delivery

In the old days, documents would be printed, and sent by courier or post. While the move to a paperless office is still a slow process, time and costs can be saved by sending documents via email. This is especially helpful in small construction industries, who will be able to send sets of construction documents and produce closer to a jobsite, rather than printing and shipping overnight. This saves labour costs of producing and packaging the prints, while also eliminating overnight shipping costs. If documents are sent electronically, same day delivery is possible. This also saves huge costs by reducing project time.

• Reduced IT time

Traditionally, it was the IT department or manager who would have to deal with print related issues, whether this was a printer that did not work, or upgrading printer software. Managed print services offer a way for all of these tasks to be outsourced and managed far more effectively. IT time can be greatly reduced by standardising printer models. This could easily save small businesses a great deal with reduced IT consulting costs. This also allows companies to focus on their business without having to deal with print related issues that take up time and labour.

• Ongoing printer management

Small businesses need to continuously grow and develop according to their specific industries and client needs. One of the biggest benefits of MPS is that once a programme has been implemented and print devices have been standardised and optimised, devices are able to change with the needs of the company. A number of state-of-the-art printer and print tracking software is used to allow print devices to change as the company's needs change. With strategic or operational changes that occur within a company, it is important to realise that the printing needs of the business or specific departments may also change, and this is how managed print services helps businesses to grow over time.

About the Author

Bob Jones offers advice for businesses seeking the reliable <a href="http://www.paperserve.co.za/">managed print services</a>, telephone and printer audits or <a href="http://www.paperserve.co.za/">green printing</a> options.