Business: managed print services

Showing posts with label managed print services. Show all posts

Sunday, August 14, 2011

How do managed print services strategies work

Managed print services (MPS) encompass a number of strategies that are designed and implemented across a wide range of industries and organisations, which help to manage all aspects of print related tasks within the organisation. These services have become more popular in recent years as companies begin to realise the huge potential for savings, reduced waste and increased productivity in the workplace, with a large number of organisations outsourcing their print demands for effective results.

There are three major aspects to a typical managed print services campaign, which could include one or all of the following strategies:

Printing Administrator – this aspect of the managed print services strategy provides managers with a full-service print, scanner; copy and email auditing programme that is able to help companies to identify and reduce costs. Using an integrated system, select managers such as the IT manager or even office manager will have the tools that allow them to monitor all print output expenses. This helps companies to enjoy significant savings resources and related printing costs. Printing Administer tools can be used across any number of industries, various sizes of organisations and almost any business environment. Advantages to be gained from these solutions vary from basic and flexible database integration all the way through to print device licences, software and hardware discounts, helpful tools and an advanced, user-friendly interface that can easily be managed by relevant managers or departments across the organisation.
Print Audits – as a full-service print recovery and telephony auditing solution, Print Audits offer an effective way for companies to monitor and allocate resource and print related costs. Audits are especially useful in large companies that have a number of different departments, as it allows a better level of control over each department and its allocated print devices. Companies of all sizes are able to benefit from this managed print services strategy however, with advantages such as better accountability, visibility and reduced costs. Print Audits can operate on different settings, with reports generated for user, client, client tasks, department, printer model and printer. In this way, businesses can ensure a better level of accountability and sustainability within the workplace, with regular audits monitoring all print devices across the company.
Print Driver – the Print Driver strategy lets managers and companies manage and measure the office printing environment, which is a helpful tool in any commercial industry. Print Audits offer a highly effective method of controlling all print output, and allow administrators to enforce lockdown printing, while also offering the option to implement control user-based printing rules. In large organisations, or across educational organisations or other companies that have many different departments, this tool proves highly useful. The programme operates from state-of-the-art software that is centrally controlled and managed, which allows authorised managers and admin staff to gain full control of managed print services strategies.

About the Author

Bob Jones offers advice for businesses seeking 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.

Saturday, August 13, 2011

Managed print services and the environment

The growth of managed print services (MPS) has led to many organisations seeking out a more effective way of managing print resources, proving to offer many benefits to companies from a financial, productivity and resource point of view. The impact that MPS has had on environmental concerns regarding the printing industry however has been the most visible impact of all. Green printing has become far more than a buzz word, and in today's eco conscious times more and more companies are starting to realise the need for more sustainable practices within the workplace.

Some of the greatest impact that managed print services have had from an environmental perspective include the following:

Paper – using a rules based system, managers are able to not only control the amount of paper being wasted, but also consider the type of paper that is used for printing. Unbleached paper has become more readily available, with a number of eco-friendly options that no longer break the bank.
Ink – educating individuals, departments and entire companies about the important of cartridge recycling has led to a greater sense of awareness. This in turn results in a notable reduction in the resolution of the image by decreasing toner usage, which uses less ink during the printing process. Environmentally friendly inks are also available, made from vegetable dyes rather than chemicals, which further aids the environmental impact of managed print services.
Hardware – another way that MPS is able to assist companies wanting to make their printing practices greener is the ability to source hardware from factories that manufacture the hardware in a way that makes it upgradable and recyclable. This leads to reduced waste of products that are not biodegradable. Many printer manufacturers are turning to a greener way of printing, with many new products on the market designed to be more sustainable in regards to power usage and even ink and toner usage.
Device packaging – companies are also beginning to consider how hardware is packaged. This has led to a greater reach of recycled products rather than packing that is made from toxic materials such as PVC or polystyrene, which is bad for the environment and is also not biodegradable or recyclable.
Energy – a huge deal of energy is used during the printing process, as well as during the production of paper and ink. When one considers how many printers are used on a daily basis all over the world, the impact begins to be even more serious. Managed print services enables companies to reduce power through specialised software that monitors print devices and prevents potential issues that may come from old printers that are using more power. By keeping print devices upgraded and in good shape, and even reducing printer fleets within organisations to be more sustainable, less energy is consumed.
Suppliers – many companies may think about their own green printing strategies, but not many stop to think about how their suppliers. Suppliers who use toxic chemicals or packaging that is not good for the planet, or are not committed to a more sustainable practice can be just as bad as not having a clear green printing strategy in the company. Managed print services offer an effective way to partner with suppliers who share the same goals and visions for a more environmentally friendly way of business.

About the Author

Thursday, August 11, 2011

How managed print services help all businesses

Regardless of the industry or size of the company, almost every single company will see huge benefits from managed print services (MPS) campaigns. MPS offers an effective and simple outsourced solution that allows companies to reduce waste, save money and implement strategies that educated employees on the impacts of wasted resources.

Some of the many industries that benefit from managed print services include the following:

Healthcare industry – in busy hospitals and medical practices, a huge volume of printouts are produced. Most healthcare organisations have little time to waste dealing with printers and other equipment, but with managed print services all of this is included within a basic service plan, from maintenance and upkeep all the way through to print audits and fax audits.
Entertainment industry – from event organisers to nightclubs, live music events, festivals and even the film and television industry, a large number of promotional flyers, tickets, posters, invoices, memos, floor plans and other documents are printed for every single event. As most companies working within this industry are busy at all times of the day, it can cause operations to halt when a printer stops working. MPS makes it far easier for entertainment industries to focus on getting the show on the road, knowing that their print needs are covered at all times.
Education industry – whether it is a fairly small preschool or a large, well-established university, the education industry is another industry that churns out a huge deal of paperwork. Reports, time tables, class notes, application forms, prospectuses and many other admin documents are produced each term, creating a huge demand for effective management of print devices and a way to reduce waste and keep within the educational budget. Managed print services solutions offer the best way to ensure more effective systems across schools and tertiary institutions.
Government industries – there are many different departments within typical government buildings, with each department producing a huge volume of important paperwork and documentation. Transparency is also extremely important in such industries to show the taxpayers that there is as little waste as possible. MPS goes a long way in reducing waste and ensuring better sustainability and transparency, with print and fax audits and regular reports to demonstrate how effectively print resources are used across each department.
Marketing industries – from design companies all the way through to busy publicity agencies; marketing industries require a great deal of paperwork. Proposals, memos, client letters, event plans, meeting agendas and many other documentation is required in order to operate. MPS assists these companies by offering affordable solutions that help to reduce wastes and clamp down on costs, while also ensuring that all print devices are performing optimally at all times.
Small and medium enterprises – aside from large organisations, small and medium enterprises can also benefit from the services offered by MPS. Many companies within this sector lack the funds to deal with expensive callouts from printer companies, and often the role of printer management is given to the IT manager, who has to do this job alongside his or her regular duties. Through affordable monthly plans and a range of solutions to help lessen waste and cut down costs, managed print services helps these companies considerably.

About the Author

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

Tuesday, August 9, 2011

Managed print services and the international market

As more businesses begin to realise the huge advantages that can be garnered from managed print services (MPS), the industry as a whole continues to grow across the world. In South Africa and Africa as a whole, the industry is still a fairly undeveloped one, but each year continuous growth offers good indication that these services will continue to grow as the demand increases. One of the fastest growing markets can be found in Asia Pacific, with recent statistics showing an 18% compound annual growth rate.

An overview of global managed print services growth can be broken down as follows:

Asia Pacific – as one of the fastest growing markets on a global scale, countries within the Asia Pacific region include Japan. Commercial enterprises as a whole have grown within this region, in particular within the managed services and IT realm. With a huge number of emerging businesses, it is no wonder that countries such as Japan are relying on effective MPS solutions to help them managed a wide number of print demands, from audits to maintenance of print equipment.
India – as MPS providers move into India, the demand for reliable and efficient services become even more apparent. The Indian business sector as a whole is growing at a rapid rate, especially within the IT sphere. Managed print services offer a way for Indian businesses to keep up amidst an emerging economy, with a wide range of solutions available across the country and on an internationally outsourced basis.
Brazil – the next MPS powerhouse after India, there has been a huge growth in MPS demand within Brazil. This is not surprising, considering that Brazil is considered Latin America's economic hub, with a compound annual growth rate of 49% from 2009 to 2014. Brazil currently has a 41% managed print services revenue share, overshadowing Mexico, which is its nearest competitor in Latin America, by 13%. The 2016 Olympic Games in Brazil is set to boost this revenue even further, as investments pile in to expand IT infrastructure, services, telecommunications and transportation.
North America – as the largest and most developed market, it is no wonder that MPS continues to grow across North America. This region is the most mature MPS market, with a history of 10 plus years of solutions, and 50% of the total global MPS market recorded in 2008. Since then, the market has grown rapidly, and is now worth well over $20 billion. As the world's most developed region, this growth is not surprising, with continual moves by global MPS leaders such as HP and Xerox consistently pioneering the way for future MPS trends.
Europe – interestingly enough however, a recent Photizo study showed that Europe may just take over America for global MPS domination. "Ironically, the tough economic climate is one of the main drivers behind this impressive growth. Companies have been forced into more effective cost measures, while simultaneously increasing productivity and efficiency. Managed print services closes this value gap," said Photizo Group CEO Ed Crowley.

About the Author

Saturday, August 6, 2011

How does managed print services help the entertainment industry

The broad range of industries that can be helped by managed print services (MPS) is immense, from large corporate companies all the way through to entertainment industry companies such as event organisers, clubs, music venues and even circuses and live shows. As this industry relies on large audiences to thrive, the need for publicity such as posters, flyers, comps, tickets and paperwork is massive. For every event that is about to take place, a large number of printed items need to be produced. This makes managed print services an extremely valuable tool for companies wanting to optimise their workflow systems and reduces costs associated with printing and resources.

Some of the ways that MPS can help entertainment industries include the following:

Music industries – from record album companies all the way through to live music shows and festivals, the music industry deals with a huge volume of printouts. Flyers and posters need to be distributed, and a large number of memos, invitation lists, checklists, floor plans, invoices and other documents are also produced en masse each day. Managed print services can streamline the process by reducing waste, keeping printers up and running and allowing managers to control all print devices more effectively.
Night clubs – night clubs are another type of client who can benefit from MPS solutions. Most paperwork is done during the day, but a great deal is done at night. When printers and fax machines are not working properly it can be expensive and time-consuming to find after-hours specialists. With MPS solutions, night club owners can enjoy peace of mind from regularly serviced print devices, along with audits that indicate resource abuse from staff who may have access to print devices.
Circuses – a recent partnership between Xerox and Circus du Soleil indicated the huge need for effective managed print services within circus and other live entertainment acts. As the sole provider of MPS solutions to the circus group, Xerox aims to provide a host of integrated solutions that will save the group money as well as help them learn how to effectively manage their print resources and needs.
Event organisers – from charity dinners to large international events, event organisers are required to plan every last detail right down to the second. Floor plans, checklists and other documentation required to plan the event are therefore essential. As most event companies consist of different departments with a number of different employees doing a range of different tasks, it is essential to install effective processes that ensure a greater level of management, which is how MPS is able to assist event companies.
Television and movies – a busy production studio also requires effective management solutions such as MPS to help them deal with the huge volume of paperwork each day. Printers and fax machines need to be kept maintained at all hours of the day, with contracts and other important documents being sent at any given time. Without effective workflow processes, disorder can cause many delays and problems, but with managed print services, all print requirements can easily be managed by an outsourced expert to allow for improved systems throughout the studio.

About the Author

Thursday, August 4, 2011

How does managed print services help corporate business

There is no doubt that managed print services (MPS) offers a cost-effective, simple solution to any organisation's printing needs. For corporate businesses, the benefits are even more evident. In a typical corporate office, a huge number of prints are done every day, and as the need to save costs and address the bottom line increases, so does the need for effective solutions that can be easily integrated into the company across all departments.

Some of the ways that managed print services is able to help corporate business include the following:

Reduce wasted resources – the huge volume of printing that is done each day is vast in the corporate world. From proposals to memos, planning documents, strategies, client communication, shareholder communication and every other bit of paper admin, the waste soon begins to mount up when documents are printed in error or printed and thrown out. MPS offers a simple and effective way for companies to address this waste by learning how to print more effectively, with each department's print output monitored and tracked to identify areas of improvement across the company.
Green printing – for many corporate organisations, social responsibility is more than just a buzz word. A commitment to environmentally friendly practices shows shareholders and customers that the company is willing to do business in a way that least impacts the environment. Managed print services offers the best way to educated employees on the benefits of green printing, to strive towards a paperless office by sending emails rather than posted documents, and generally reducing the carbon footprint of the company by using eco-friendly print materials as well as improved print strategies.
The bottom line – MPS is extremely effective for managers, CFOs and CEOs who wish to preserve the bottom line, by offering cost-effective solutions that aim to reduce costs significantly. By managing all print output, reducing waste and saving costs, MPS can easily be incorporated into any business strategy, for corporate businesses of all sizes and natures.
Management – another way that managed print services helps corporate businesses is by improving management strategies by outsourcing print solutions in a way that aids the company in a wide range of ways. As experts within the MPS field, technicians have the skills and experience to strategise and implement plans to reduce print wastage, while very few office managers and even IT managers are able to understand print devices to this extent.
Productivity – as the driving force behind any company, staff play a crucial role in any MPS plan. Many IT managers or even office managers are delegated the task of managing printers, fax machines, copiers and phones. Often, these tasks take them away from their primary work roles, causing delays if they are not able to sort out print device issues immediately, or causing time-management problems when they are expected to leave their own tasks to deal with a printer that needs new tone or a copier that has jammed. In this way, managed print services allow staff to focus on their core roles, improving productivity across the company.

About the Author

Monday, August 1, 2011

How does managed print services help the government

When it comes to managed print services (MPS), government and state departments stand to benefit immensely from the management of print related outputs. These departments turn over a large volume of printed material, with paperwork that is almost endless. From simple memos going out to hundreds of council members or political parties, to large printed contracts and other documentation, print resources can be managed more effectively with the help of managed print services.

Some of the ways that MPS helps government and state departments include the following:

Accountability – government and state officials need to adhere to a far greater level of accountability than any other industry. After all, any covert dealings can easily be brought to book with allegations of fraud, and in many cases, these allegations can be taken to the courts. In today's age of press freedom and awareness, the public have a right to demand accountability. With print, fax and phone audits and other MPS strategies, government department's print demands can be fully accountable at all times to ensure that everything is done according to protocol.

Documentation – with an endless volume of documentation, print outs needs to be managed effectively. Wasting resources by erroneously printing documents before checking, or printing when documentation can be emailed (which also ensures a greater level of privacy) are just some of the factors that managed print services takes into account.

Reducing costs – while the bottom line is important in any organisation, for government departments this is even more critical. Most governments are funded by taxpayers, and when resources are wasted, this funding is also wasted. By reducing costs, taxpayer money can be better spend in areas where it is needed, to ensure better service delivery across the board.

Green printing – sustainability is another critical factor that managed print services is able to address. Environmental awareness at government level is essential as it sets a precedent for other industries, showing that the people at the top care about the impact that printing has on the environment. MPS is able to incorporate a number of green printing strategies across all government departments, to educate employees and promote awareness of green printing across the country.

Better allocation of resources – in terms of internal resources and staffing, an effective MPS programme is able to ensure better allocation of staff by reducing the need for multiple roles performed by departments. Rather than print management being handled by an IT or admin department, this role is outsourced. This ensures that employees are able to focus on their designated jobs, with a greater level of productivity found through the implementation of managed print services.

About the Author

Saturday, July 30, 2011

How does managed print services help the marketing industry

When it comes to managed print services (MPS), a great number of industries and companies of all sizes are able to enjoy the many benefits from these outsourced services. Acting as way to monitor and manage all aspects of print needs, from hardware through to print, phone and fax audits, and managed print services helps companies to save money, and reduce waste across each department. For larger companies and those dealing with a huge volume of print requirements, MPS offers a valuable service that can assist to reduce waste and save costs.

Some of the ways that MPS helps companies within the marketing industry include the following:

Design companies – for companies working with the design field, especially product design that requires a number of specialised print requirements, MPS can help a great deal. These companies require very specific equipment, and produce a huge volume of prints for various promotions, clients and products. A typical design phases includes a number of drafts, revisions and proofs, which results in a large volume of waste. Learning how to manage print needs more effectively therefore helps design companies immensely.

Publicity companies – in a busy publicity company, a huge number of documents are used in hard copy format. From meeting memos all the way through to briefs from media, printed press releases, statements, client information, correspondence and numerous other documents, many of these print outs are used internally just once, and then thrown out. Implementing a good managed print services strategy helps publicity companies better manage their print demands.

Media companies – magazines, newspapers and other companies working in print media also stand to benefit from MPS solutions. After all, these companies rely on print in order to produce daily, weekly or monthly publications on a large scale. While printing needs for these companies may differ, MPS is still able to help media companies better manage their print requirements.
Event companies – companies who organise and implement events can benefit hugely from managed print services. A huge deal is paperwork is required in order to successfully plan an event, from drafts to client memos, client information, guest lists, seating arrangements, floor plans and many other documents. Due to the busy, rushed atmosphere, time is of the essence, so printers need to be running smoothly at all times. MPS provides a helpful way for event companies to better manage their print demands.

Wedding planners – another field within the marketing and events industry is wedding planning services. This is another type of industry that MPS is able to assist, to meet the demands of wedding planners who have a wide range of clients and a huge deal of paperwork for each one. Like event planners, time is always an issue, and reliable printers and machines are essential. In this way, managed print services are able to help save time and money for busy wedding planning companies.

About the Author

Friday, July 29, 2011

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.

Monday, July 25, 2011

How does managed print services help the education industry

Managed print services (MPS) have slowly begun to become less of a trend, and more of an essential service that allows companies within a wide scope of industries benefit from the outsourced management of their print requirements. While every company will be able to enjoy a range of benefits ranging from improved systems to huge savings, the education industry is one arena that stands to see massive benefits when outsourcing managed print services.

Some of the primary ways that MPS helps to benefit educational institutions include the following:

Admin and office

From junior schools to high schools and tertiary institutes, the huge volume of admin and paperwork produced is substantial. A wide range of documents are printed in educational offices every day, from application forms to reports, school notices, annual newsletters, admission letters, timetables and a myriad other documents that are sent out to students and parents. MPS helps to manage and monitor all admin related printing, to help admin departments manage these documents more effectively and reduce waste.

Printers

In any given educational organisation, and in particular large tertiary institutes, access to printers is given to a large number of students. Libraries are able to control the level of printing done through access cards linked to each student's student card, but do not have the capabilities or software to ensure reporting and control – something that managed print services is able to do. A recent study on a university in Australia showed that the institute was able to reduce the number of printers within campus from 494 to 199 devices. This particular university also relocated printers from various student labs to one large print centre, thereby reducing waste and cost to an even greater extent.

Green printing

Another highly important role of MPS in the education industry lies in training students to be more environmentally conscious when it comes to printing. Managed print services providers are able to provide resources and training for various organisations on more effective printing practices, and in this way the need for more effective and eco-friendly strategies can be met across the various universities around the world. Staff are also able to learn how to print more effectively, and with the advent of web-based study options, universities can greatly reduce the level of printing that is currently seen across the world.

Faculties and departments

When it comes to any large scale organisation, MPS is able to make a notable difference, to help each separate department or faculty manage their own print demands. Services such as print, phone and fax audits help to identify the exact level of printing done in each department, which can help department heads better manage the printing done across the board. Reporting is another way for heads to oversee the print demands for each department, proving real-time data on every user across any given month. In this way, managed print services offers an effective way for each department to ensure the best printing practices, reducing waste and saving on costs.

About the Author