What to expect from Smart Managed Print Services

Smart Managed Print Services

Nowadays all printers have an important role to play in business, enterprise and healthcare industry. It’s a huge part of IoT and the overall digital transformation. Due to the major role and evolvement to the everyday workflow, it’s time to rethink the way that print environment is managed. Smart Managed Print Services (MPS) are supporting business owners, entrepreneurs and healthcare providers to work and print effortless and carefree.

MPS Qualities

Smart Managed Print Services (MPS) affect all departments within a company because the intelligent multifunction printers have a huge role to play in digital transformation. They help people to be more productive. MPS also support company’s processes by making them more efficient. Additionally, the high level of data security is protecting the entire security structure within a company. And secure data equal to a peaceful business management experience.

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Smart Managed Print Services Requirements

What does a Managed Print Services provider need to deliver? 

To make sure you’re getting the right support from your MPS provider, it’s vital to understand what a MPS provider can offer and how it will be delivered. It all sums up to these five things:

1. The Right Tools for the Job

Your MPS provider needs to offer a comprehensive suite of tools that covers printers, supplies, and service management.
As a basic starting point, your potential MPS provider should offer:

✔️ Third-party service management and integration
✔️ Helpdesk management
✔️ Options to integrate with client-based ticketing systems
✔️ Monitoring and management of supplies
✔️ Transaction logging and auditing
✔️ Escalation logging and resolution

But that’s not all. The right provider will also offer value-added services that amplify the capabilities of your multifunction printers, with support for process automation, content management, mobile and cloud connectivity, and more.

2. High Standards, High Security

Hacks and breaches aren’t always because of hackers or cyber attacks; it can be something as simple as leaving a sheet in a printer tray. As multifunction printers become more intelligent and complex, they’re increasingly at risk of security breaches – both from outside and inside sources.

These new threats make it all the more important to look for an MPS provider that can deliver high standards of security.

The basics for a secure MPS infrastructure include intrusion prevention, device detection, and document and data protection. But the best providers also offer additional layers of protection through user analytics and fraud deterrent technology.

3. Visibility When You Need It

Though your MPS provider handles the bulk of your print infrastructure management, from time to time your team will need to get more hands-on. That requires an MPS solution that gives you an operational view of how your print environment is performing – and where it could improve.
Some MPS providers offer a portal where information from your environment is consolidated into an easy-to-navigate dashboard, giving you full visibility of all your connected printers.

Look for:

✔️ Visuals to show printer locations and status at a glance
✔️  Links to reporting systems
✔️  Access to incident reports, supplies orders, driver installation and other services
✔️ Easy access to manuals and other information for your printers.

Remember, an MPS portal should make it easier to monitor supplies, incident management, and usage data – all of which can help you optimize your print environment.

 4. Insights That Drive Continuous Optimization

A Managed Print Services solution is all about extracting the maximum value from your print environment. Your MPS provider will be generating and collecting huge amounts of operational data from your networked printers – and the insights from that data provide a unique opportunity to streamline your infrastructure and workflows.

Your MPS provider can generate reports on metrics like:

✔️  Which printers are used the most, and when
✔️  How quickly paper, ink and toner are being used
✔️  Which processes are the most paper-intensive
✔️  How effective the supply chain for paper, ink and toner is

The more you know about your printers and how they’re used, the bigger the opportunity for optimization. For example, if you know which print processes use the most paper, you can look at digitizing them for better efficiency – and lower costs.

Look for an MPS provider that offers standardized and customizable reports (so your team can focus on the metrics that matter to them) and the ability to export in a variety of formats, so they can be shared with all managers of each department.

5. Service 24/7

For many businesses, the print environment can span cities, states, and even countries. That means a MPS provider needs to be able to deliver a consistent service on a regional, national, and even global scale. Most times, an out-of-the-box solution won’t suit a global rollout – your MPS provider should be able to contextualize the offering to your different locations, giving you the same high level of service, wherever your offices are.

What to expect from Smart Managed Print Services by Grafimedia

Use these five criteria to evaluate potential Managed Print Services partners. This choice matters, so you want to make sure you’re covering the right bases. With the right MPS partner, you’ll be able to trust you’re getting the most from your print infrastructure, and focus on the things that matter most to your business.

Managed Print Services Survey

Take this survey and check the quality level of your MPS provider. If your answers in this survey have more No or I don’t know and less Yesthen it’s time to find the best Managed Print Services Plan for your business with Grafimedia Experts. Call us at +302103819939 or send us an email here>>

Managed Print Services Survey
Take this survey and check the workflow quality of your Managed Print Services. See how you can improve the security level and how you can reduce all printing costs.

About Areti Vassou

Digital Strategy Director. Make Ideas Happen @ Digital Media, Research, Social Media Strategy, Web Design, Digital Copywriting & Digital Graphic Design.