How to Audit Your Current Print Infrastructure Before MPS Adoption

Finley Robinson

How to Audit Your Current Print Infrastructure Before MPS Adoption

Before you switch to managed print services (MPS), doing a detailed check of your print setup is crucial. This check helps make your printing system work better and saves money over time. It’s a smart step to take.

First, you need to look at your printing costs closely. By checking how much you print, what it costs, and where you can save, you’ll learn a lot. This knowledge helps you make smart choices to improve how you print.

Next, check out your printers. Find if you have too many and if you can use fewer types of machines. This simplifies printing, cuts costs, and makes things run smoother.

It’s also important to see where MPS can help the most. Like using fewer printers, setting print limits, and auto-reordering supplies. These steps lower costs and make things more efficient.

Picking the right MPS provider requires looking at their help, costs, and service quality. Choose a provider that offers 24/7 support and fits your budget. They should be able to handle your current and upcoming printing needs.

Finally, making your print setup the best it can be is key. Think about ways to print smarter, cheaper, and greener. For example, use both sides of the paper more, and buy eco-friendly printers whenever you can.

Assessing Printing Needs

Before you sign up for managed print services (MPS), look into your printing needs first. This is key to make your printing cost-effective and possibly save money. Start with a detailed analysis of what you print and how much it costs. You’ll find out how many prints you make, how costly they are, and where you might save.

Then, check your printer fleet. Figure out how many and what kinds of printers your business uses. You might notice too many printers. Combining or standardizing some can make things smoother and cut your expenses.

Understanding how much you print and spend is crucial. It lets you plan out the best way to manage your printing setup. This knowledge is the first step to a managed print service that fits your needs and helps meet your goals.

Choosing the Right Service Provider

Opting for managed print services (MPS) means picking the right provider is key. It makes sure setup goes smoothly and you get continuous help. Here’s what to look for:

  1. Round-the-clock support: Make sure the provider offers help anytime to tackle printing problems fast. This keeps your work running without hiccups.
  2. Cost-benefit analysis: Do a deep dive to see each provider’s long-term value and possible savings. Think about more than just the starting costs. Look at maintenance, supplies, and the chance to grow with them.
  3. Service level agreements (SLAs): Find providers that lay out their services clearly in SLAs. This includes what’s provided, how fast they’ll respond, and how issues will be fixed. It helps set expectations right from the start.
  4. Performance metrics: Check how well providers perform against your needs. This means looking at how fast they act, how often your printers are up, and how other customers feel about their work.
  5. Future scalability: The right partner can meet what you need now and see to it that you can grow with them. This means looking for a provider that can adjust as your print setup gets bigger.

By keeping these points in mind and finding the right service provider, you can make the most of managed print services. They can really help your print setup work better.

Implementing Print Policies and Controls

It’s crucial to have clear print policies and controls for efficient management. Organizations can control print costs better and keep sensitive documents safe by using such measures. Using a budget for printing and making users authenticate can help.

Setting certain rules and distributing printing resources based on needs is a good strategy. Organizations define how much each user or department can print, encouraging less printing. This also leads to smarter printing habits.

Security gets stronger by adding user authentication, keeping unauthorized people away from important documents. Also, by making default print settings for less color use and two-sided printing, you save more.

These rules and controls don’t just save resources but also help the environment. Tracking and auditing printing can highlight areas to reduce waste. This approach helps lessen the printing’s negative impact on the environment.

Finley Robinson