Printing is something that tends to get taken for granted in offices. But the problem is that it tends to grow organically: machines get purchased to meet specific departmental needs, and before you know it there’s a plethora of printers. What’s more, they’re all different models using different consumables, and that makes ongoing maintenance and support a nightmare.
No wonder then that more and more businesses are looking to take back control of their printing and its associated costs by turning to managed print services.
What Is Managed Printing?
Essentially, what managed printing means is that all of your print devices – printer, multi-function machines and copiers – are managed centrally. This relieves the pressure on managing and supporting them internally and ensures fresh consumables are available when needed and more.
Implementing managed printing begins with finding out what your existing print resources are by using <a href=”http://www.xeretec.co.uk/services/print-audit“>print audit services from Xeretec</a>. This involves installing software on your network which will monitor all of your devices for a time. The results of this will allow you to see exactly what and how much is being printed, where the requests originate and more. Armed with this data, it’s possible to plan a more efficient managed solution to meet the printing needs of your business.
So what advantages does switching to managed printing offer? Firstly, it means there’s no need for the hassle of ordering and stocking consumables. They’re ordered automatically and delivered just when you need them.
It eliminates many in-house support issues too. Often technical issues are able to be fixed remotely, and even if a site visit by an engineer is needed, diagnosing the problem remotely in advance can ensure that they have the right parts available to achieve a quick fix.
In a corporate situation it’s useful to know who is printing what, particularly with regard to sensitive documents. Managed printing offers greater security and provides audit trails, and so you can see exactly what’s happening. This feature can be used in conjunction with a print policy in order to control usage and be incorporated with a mobile policy to allow printing from tablets and smartphones.
Ultimately, managed printing can help to improve your environmental footprint too. By controlling how documents are produced company-wide, it’s possible to cut waste of paper and consumables and also reduce energy costs.
The latest print software is scalable and flexible enough to meet the needs of any size and type of business. Usage can be tracked by site, by department or even down to individual employees if required. This allows you to gain full control of your usage and costs.
Will I Need New Equipment?
When considering a switch to managed printing, many people worry that they’ll need to scrap all their existing printing and copying equipment and start over. This isn’t necessarily the case, however. Thanks to the latest software, it’s often possible to remotely monitor existing devices, so there’s no need to replace or upgrade straight away – you can wait until devices reach their normal end of life.