Managed print solutions make it possible for an organisation to gain all the benefits of new printers, copiers, and scanners, without having to purchase and maintain the equipment themselves. While there are both upsides and downsides to outsourcing document management, most companies are going to find that the benefits far outweigh the risks.

Are you tired of having to micromanage printers, copiers, and other document-related solutions? From printer jams to spooler errors, it often seems as though printers contribute to a great majority of the IT trouble tickets in a business. Not only are printers expensive, but they’re also time-consuming to manage and maintain. Luckily, there’s a solution: managed print services.

Jump to:
What is Managed Print Services?
How Do Managed Print Services Help Businesses?
Why Managed Print Services?
What Are the Major Managed Print Services Benefits?
What Are Some Potential Drawbacks to Managed Print Services?
What Should You Consider When Looking for a Managed Print Service?
Managed Print Services in Australia

What is Managed Print Services?

Managed print services is an offering by printer suppliers to give a business everything it needs for printing, including printers, copiers, fax machines and consumables as well all technical help, without having to invest in, manage, and maintain its own printing devices.

Printers, copiers, fax machines, and other paper document devices tend to be difficult for companies to maintain. Not only do they often not retain their value once purchased, but they also need a lot of troubleshooting to maintain. Rather than having to constantly hire technicians to fix printers and copiers, a business can instead call their managed print service directly.

How Do Managed Print Services Help Businesses?

Managed Print Services

Often, businesses find themselves in a difficult area. They don’t want to maintain their own on-site printers and copiers, but they still need to have access to printers and copiers in their business. They can’t go through an on-demand print shop because of their day-to-day needs, but they also don’t want the additional overhead of managing their own document services.

Managed print services are the solution.

Through managed print services, companies are able to take advantage of the best of both worlds.

Why Managed Print Services?

What Are the Major Managed Print Services Benefits?

The advantages of managed print services include:

  • An MPS provider can assess your organisation’s needs. If you aren’t quite sure what you need from managed print services, your MPS provider can take a look at how much you print, scan, and copy, and determine what type of machine will be best for you. They may be able to find ways to improve your organisation’s efficiency, such as by placing a large machine in the centre of the office, but allowing for smaller machines in separate departments. An MPS doesn’t just provide the technology; an MPS also looks at your organisation’s processes and determines which technology is best for you.
  • An MPS will manage all the maintenance instead of your IT department. Rather than your IT department getting pulled away repeatedly to work on copiers and printers, they can instead focus on their own IT help desk tickets and important IT initiatives. An MPS provider will reduce the overall workload on your IT department, by taking care of all your copier and printer related needs. As anyone knows, copiers and printers tend to create the most work for IT departments, simply because they often function erratically.
  • An MPS will offer up-to-date, state-of-the-art equipment at reduced cost. High quality printers and copiers can be tens of thousands of dollars, depending on the type of document management you need. If you need documents collated, stapled, or bound, the printer or copier is going to be even more expensive. Rather than having to pay for this upfront, you can use an MPS to pay a low, monthly rate instead. And that means you can allocate your funds to other, more important areas of your business.
  • An MSP provider will be able to save the organisation money long-term. Not only does an MPS provider offer state-of-the-art equipment in a cost-effective way, but they also provide all the servicing and maintenance and repairs for that equipment, under their low monthly fee. In addition to this, you won’t need to purchase toner or other supplies; the MPS provider will provide suppliers for you and will charge based on the resources that you actually use. All of this reduces overhead for the organisation and lowers the total cost of usage for the machines.

Unless an organisation has a specific reason to need their own in-house equipment, managed print services is often a better solution. But there are still some downsides, depending on the size and needs of the company.

At the same time, a managed print service means that an Australian company only pays for the services that they utilise, and that they are able to return the printers when they are no longer needed, or upgrade printers as desired, without having to discard equipment and replace it entirely. Instead, the managed print service maintains its inventory of new and used devices, and there’s less waste overall.

What Are Some Potential Drawbacks to Managed Print Services?

Benefits of Managed Print Services

With a managed print service, your organisation will not own your printers or copiers. You may need to negotiate different leases if you move offices, and you will always have a static cost — you won’t be able to “pay off” the printers in order to reduce your overhead. For most businesses, the managed print services cost will be a fraction of purchasing printers or copiers outright. But for small businesses that don’t do a lot of printing, purchasing a single unit and maintaining it could actually be less expensive.

Since a managed print service doesn’t operate inside of your office, you may find yourself waiting longer for servicing than you would if your own IT department managed the equipment. And, since you don’t own the equipment, your IT department shouldn’t attempt to maintain or repair the equipment themselves — this could void the contract or introduce complications. This underscores the need to find a reliable managed print service who will be able to respond quickly to your needs.

Finally, managed print services generally operate on a contract basis. You may have a 72 month contract with the option to purchase the equipment at the end of the term. That does mean that you may get locked into a contract that is too long for your organisation, depending on your organisation’s needs. The mitigating factor is that most managed print services will let you upgrade your contracts if you find that you need additional services later.

Small business owners may find that a managed print service is overkill for what they want to do, and offices that have digitised may not need physical equipment. But for the vast majority of offices, MPS provides an equal measure of flexibility and functionality.

What Should You Consider When Looking for a Managed Print Service?

Managed Print Service in Sydney Australia

Your managed print service is going to be in charge of all your document management, and that makes choosing one very important. When looking at managed print solutions, consider the following:

  • Rates. Many managed print services have both a leasing rate per month as well as a variable rate depending on the amount of copies and prints that are made. Determine how much you use your printers and copiers first, and then calculate which print service will be ideal for you.
  • Responsiveness. Does the managed print service respond to your questions and queries quickly? If they can’t respond to you quickly during the sales process, they aren’t likely to respond to you quickly when you have trouble tickets open and issues that need to be addressed.
  • Equipment. Look for a managed print service that has the equipment that you need. Many companies work with a specific brand, such as Xerox or Brother. Take the time to look into the equipment that you’re interested in, and find the service provider that can offer you what you need.
  • Digitisation. Today, document management isn’t just about printing and copying. It’s also about digitising. Look for services that provide high quality digitisation, including accurate OCR. It’s likely that your organisation is going to be trying to go paperless as much as possible. The right print management software can make a world of difference.
  • Software. Make sure that the managed print services software is compatible with the way that your company operates. For the best print management service Windows, you’ll need services that operate well in a Windows environment.

Managed Print Services in Australia

Managed Print Services in Australia

Are you looking for managed print services in Australia? MPS is becoming very popular in Australia, not just because it cuts business overhead, but also because it’s the more sustainable solution. MPS services in Australia can help businesses digitise, reduce their printing waste, and streamline their document management processes.

Your managed print services company is going to be working very closely with our business, and that means that they are going to need to be a trustworthy and reliable partner. Take the time to get to know your managed print services companies before you decide to sign up for a contract. There are a number of managed print services in Sydney and managed print solutions in Australia that could be a good fit.

About Author

Loves technology, web, coffee and heavy metal. Founder at XEN Systems, and general lover of life.