Boileau Business Technology Blog

Reasons why you need Managed Print Services

27/06/2022 9:07:57 AM / by Boileau Team


Why you need Managed Print Services

Businesses in every market niche can address existing productivity challenges while also enhancing customer service and lowering operational expenses by focusing on office upgrades and adopting advanced technology. Managed Print Services provide numerous options for process optimisation and best practise application in the day-to-day operations.

What exactly is Managed Print Services?

Managed Print Services (MPS) assesses and monitors the entire flow of printing and paper document management throughout an organisation, including:

  • Evaluation of printing equipment
  • Hardware analysis and replacement (selective and general)
  • Equipment or component maintenance
  • Printing and copying requirements such as location, quality, volume, colour or monochrome

MPS can assist businesses of all sizes and kinds. In general, if your company has to print or mail letters frequently, MPS can help. However, as a company's size grows, so does the possibility of printing waste. However, this does not indicate that smaller organisations can always optimise their printing process. Poor printing management and the lack of adequate policies and processes, on the other hand, can have a negative impact on even small businesses.

Here are a variety of reasons you may consider for using Managed Print Services:

1. Workflow optimisation

In general, MFPs benefits businesses in many ways thanks to the technology built into their hardware and software:

  • Scanned documents can be quickly converted to digital format and emailed to the user or to a distribution list.
  • Without the need for a separate fax machine, you can send and receive faxes 

This significantly reduces the effort of paper handling via electronic documents created and sent directly to people who need them. And when there’s less paper, there will be lower printing costs, faster information access, and more efficiency.

2. Cost optimisation


As a matter of fact, most businesses constantly work on how to optimise their expenses. The current corporate environment of the COVID-19 pandemic and the resulting economic crisis further adds to the need to monitor and cut costs. A study by Gartner found that total printing costs make about 3% of revenue for many businesses. Managed print services replace obsolete devices like fax machines and copiers with high-quality multifunction printers (MFPs) that can do everything – faster and for less money:

  • Reduction in the quantity and types of supplies required by using fewer types of ink and toner
  • Replacement of obsolete equipment with more efficient MFP units results in a reduction in supplies
  • Easier control of monitoring, ordering and replacement supplies 
  • All printer care and maintenance can be centralised through a single point of contact


3. Improved Security


To print documents, many modern MFPs have security features such as PINs or access cards. For sensitive data, you can configure a setup that blocks physical printing of documents until the person who created them shows up at the printer to allow printing.


This prevents unauthorised users from reading confidential documents and ensures no loss of secret data.


4. Less physical space for machines


Printers, fax machines, and scanners occupy a lot of space in the office. Compact MFPs minimise the need for many machines, freeing up room for your staff or other purposes.


5. Partnership Values


Your company can benefit from the expertise of experienced consultants by partnering with a professional managed printing services provider. In specific, they can help:


  • Assist with document security and workflow requirements.
  • Manage your ink, toner, and maintenance kit inventory and orders.
  • Ensure that high-quality equipment is installed and maintained properly.
  • Provide prompt and effective service.
  • Match your printing requirements to the right technology


At Boileau, we value our customers’ priorities just as we do for ourselves. Thus, we strive to provide the best Managed Print Services that can put your mind at ease when it comes to printing with efficiency. 

Contact us today and let us know your pain points! We’re here to help you out. 


Tags: Organisational strategy, Digital transformation

Boileau Team

Written by Boileau Team