In today’s fast-paced business environment, organizations are constantly looking for ways to streamline their operations and reduce costs. One area that is often overlooked is printing, which can be a significant drain on resources and finances. Managed print services (MPS) offer a solution to these challenges by outsourcing the management of printing processes to a third-party provider.

As we move into 2023, there are several reasons why organizations should consider implementing a managed print service. We will explore the benefits of MPS, including cost savings, increased efficiency, improved security, reduced environmental impact, better control of inventory, and valuable data and insights. By understanding the advantages of MPS, organizations can make more informed decisions about their printing processes and improve their bottom line.

and other print-related equipment. This includes things like regular maintenance, software updates, and repairs, which can be time-consuming and costly to manage in-house.

Additionally, MPS providers can often negotiate better deals with manufacturers and suppliers, which can lead to lower costs for consumables such as toner and ink. This is because of established relationships with manufacturers and suppliers, allowing them to leverage their buying power to secure better prices. This can lead to significant cost savings for organizations, particularly those with a high volume of print-related activities.

MPS providers can also help organizations optimize their printing processes by identifying inefficiencies and making recommendations for improvement. Such as consolidating printers and multifunction devices, implementing print policies and quotas, and automating print-related tasks to name a few. By streamlining their printing processes, organizations can save time and resources, which can lead to increased productivity and reduced costs.

A well-managed print environment can significantly reduce printing costs by reducing waste and streamlining processes. In a study conducted by the Aberdeen Group, organizations that implemented MPS reduced their printing costs by up to 30%. SMPS provides a centralized approach to managing print resources, allowing organizations to make informed decisions about their printing needs and to reduce overspending on printing.

Increased Efficiency

Another significant advantage of using managed print services is increased efficiency. This can include things like consolidating printers and multifunction devices, implementing print policies and quotas, and automating print-related tasks. MPS providers can also make recommendations for improvements based on the analysis of print-related data. 

Moreover, by having a more efficient printing process, organizations can also benefit from improved document management. MPS providers help organizations implement more effective document management systems, which can improve document security and make it easier to access and retrieve important documents when needed. This can improve productivity and reduce the risk of document loss or theft.

is secure and that confidential information is protected. MPS providers help organizations implement more robust security measures and reduce the risk of data breaches and other security incidents.

Moreover, MPS providers help organizations implement more effective document management systems, which can improve document security and make it easier to access and retrieve important documents when needed. This can reduce the risk of document loss or theft and ensure that confidential information is protected. 

MPS providers can also help organizations keep their printers and other print-related equipment up-to-date with the latest software updates and security patches. This can improve the reliability and security of the printing process, reduce the risk of equipment failure, and prevent data breaches.

Another benefit of MPS is improved security. With MPS, organizations can secure sensitive information by controlling access to print devices, tracking who prints what and when, and setting up security protocols. In a recent survey, 70% of organizations reported that they have experienced a security breach due to printing, with the average cost of a security breach being $400,000. SMPS helps organizations to avoid these costs by securing their print environment and protecting sensitive information.

leading to reducing the consumption of paper and other resources. Moreover, MPS providers can also help organizations recycle their used toner and ink cartridges, limiting the amount of waste sent to landfills. This not only helps to protect the environment, but it can also save organizations money by lowering the cost of purchasing new supplies.

the expertise and experience of the MPS provider in managing and tracking their printing supplies. MPS providers can help organizations implement more effective inventory management processes, such as tracking the consumption of toner and ink cartridges and predicting when supplies will need to be replenished. This can reduce the risk of running out of supplies and minimize the need for emergency purchases, which can save time and money.

Moreover, MPS providers can also help organizations reduce the number of surplus supplies they have on hand, reducing waste and costs. By having a better understanding of their inventory levels and consumption, organizations can make more informed decisions about the supplies they need and the quantities they should order.

Data and Insights

Lastly, managed print services can also provide organizations with valuable data and insights about their printing processes. MPS providers can help organizations collect and analyze data about their printing processes to identify areas for improvement and make more informed decisions about their printing.

Moreover, MPS providers can also provide real-time reporting and analysis of printing-related data, including information about printer usage, supply consumption, and user behavior. MPS providers can also provide organizations with custom reports and analysis, tailored to their specific needs and requirements. 

By using MPS, organizations can make more informed decisions about their printing processes, identify areas for improvement, and improve the efficiency and effectiveness of their printing processes

By outsourcing the management of printing processes to Coastal Business Systems, your organization can benefit from the expertise and experience of an MPS.

Coastal Business Systems is a leading vendor of first-rate smart office technology from some of its globally-acclaimed partners including Sharp. So whether your organization is looking to reduce costs, improve the efficiency of printing processes, or protect sensitive information, CBS can provide a cost-effective and reliable solution. 

Give us a call today to hear about our proven solutions for organizations looking to optimize their printing processes, utilize local sales and service and stay ahead of the competition. We look forward to speaking with you.