1. What is a Managed Print Service?

Managed print services: Everything you need to know

Managed Print Services (MPS) have become an essential component for businesses looking to streamline their printing operations, reduce costs, and improve efficiency. In an era where digital transformation is critical, MPS provides a strategic approach to managing print infrastructure and workflows, allowing companies to focus on their core activities while optimizing their print environment.

This article explores the fundamentals of Managed Print Services, including what MPS entails, its key benefits, and how it can transform your business’s printing practices. Whether you are a small business or a large enterprise, understanding MPS can help you make informed decisions to enhance productivity and reduce operational costs.

Main takeaways from this article:

  • Managed print services (MPS) are valuable tools that help organizations maximize cost efficiency and streamline device management.

  • MPS providers offer a comprehensive set of services, advanced security measures, scalable solutions, robust support, and integration capabilities.

  • MPS contributes significantly to sustainability and eco-friendly practices within a company by reducing paper consumption and energy usage.

  • Managed print services reduce the load on the IT team, freeing them from tasks and thus allowing them to focus more on core business functions.

  • Adopting managed print services like GelatoConnect can lead to benefits, including reduced printing costs, minimized downtime, preventative maintenance, greener initiatives, and heightened security.

What is a Managed Print Service?

managed print service concept

Managed Print Services (MPS) involve outsourcing the management of a company’s printing needs to a third-party provider. This service encompasses a range of activities, including the assessment, optimization, and ongoing management of the entire print environment. The primary goals of MPS are to improve efficiency, reduce costs, and enhance the overall effectiveness of print operations.

How managed print services work

managed print service workflow

Managed print services (MPS) bring a multi-tiered approach to handling your print environment.

Here's how it works:  

1. Assessment of current infrastructure

Initially, the MPS provider will conduct a thorough examination of your current printing infrastructure. They'll map out your printers, copiers, fax machines, and any other related devices to understand your print fleet and volume, device utilization, and overall costs.

2. Strategy formulation and implementation

After the assessment, the provider then formulates an optimized print strategy tailored to your business. This may involve consolidating your printer fleet, implementing new technologies, or restructuring the physical positioning of your printers to improve accessibility and efficiency.

3. Continuous monitoring and management

Once the strategy is in place, they'll continuously monitor your print environment. Using advanced software, they'll collect data on printer usage, detect issues before they cause major disruptions, and proactively maintain your devices for optimal performance.

The benefits of adopting managed print services

benefits of managed print services

MPS bring numerous advantages to businesses, directly impacting efficiency, sustainability, and the bottom line. 

Here are some key benefits you can expect: 

  • Reduced expenses: Managed Print Services can significantly reduce your printing costs. By analyzing your current print infrastructure for inefficiencies, MPS optimizes printer usage and continuously monitors print volumes to identify areas for cost savings. This is exactly what GelatoConnect does for your business; it saves you a lot of time and money so you can concentrate on other important business needs.

  • Rightsized printer fleet: MPS ensures that your printer fleet is rightsized and tailored specifically to your business needs. This involves eliminating redundant and underutilized equipment while consolidating your print environment into a few well-suited devices. This not only streamlines operations but also reduces maintenance costs and simplifies management tasks.

  • Improved control and less downtime: Using advanced technology, MPS helps monitor your system and predict and prevent hardware problems, minimizing downtime that could interrupt your business operations.

  • Preventative maintenance: Managed Print Services include regular and thorough checks of your printing devices, along with proactive maintenance routines. These measures are crucial as they extend the lifespan of your printers, enhance their performance, and significantly reduce the likelihood of sudden and costly equipment failures.

  • Heightened security: With Managed Print Services, your organization's data security is fortified. MPS incorporates advanced security protocols that safeguard sensitive information by preventing unauthorized access to printers. This comprehensive security approach ensures that all print jobs are secure and compliant with your company's data protection policies.

  • Consolidation of vendors and reduction of fraud: By outsourcing your printing infrastructure to an MPS provider, you can lessen the risk of print-related fraud and ensure the integrity of your printing processes.

Take note: Managed print services also lighten the load on your IT team, freeing them to focus on various other important business operations. Also, a key facet of MCP is its focus on environmental sustainability. 

Through effective device management and print strategies, MCP can help your company reduce energy consumption, paper usage, and waste, contributing to your company's eco-friendly initiatives and enhancing its reputation.

Key features of effective MPS providers

features of managed print services

Effective Managed Print Services (MPS) providers offer features that streamline business printing operations. Let's discuss the key features of MPS, the exciting opportunities they offer, and how they could revolutionize your ecommerce business landscape.

Comprehensive service offerings

When selecting a Managed Print Services provider, remember to choose one that offers a comprehensive range of services that cater to all your needs. 

Here's what MPS providers offer:  

  • Fully managed print production: Top-tier MPS providers, like GelatoConnect, handle everything from print production management to delivery. We ensure seamless operations across various products, leaving no stone unturned.

  • Customer-centric innovation: Effective MPS providers prioritize innovation. Adapting and evolving to the ever-changing needs of customers is crucial. This means choosing a service that offers advanced customization and personalization in print services.

  • Global operations: An effective MPS provider operates globally. With GelatoConnect's presence across 32 countries, customers are guaranteed top-notch print services no matter where they are.

  • Extensive product catalog: Having access to an extensive product catalog means that businesses can leverage a wide range of print products. This is key to accommodating various promotional and operational needs.

  • Network of printing partners: With an extensive and robust network of printing centers, customers can rest assured that their print needs are met with the highest quality and precision.

  • Package and shipping automation: Automating package and shipping processes results in significant time and cost efficiencies. This feature is especially beneficial for larger business operations.

Speaking of shipping, GelatoConnect  Logistics offers a purpose-built solution for print on demand businesses to be in control of their shipping. It’s a straightforward process: you first complete a simple integration after which you’ll instantly get access to a vast network of carriers, automated routing, and best-in-market rates. You’ll also get a clear overview of the performance of all carriers and costs for increased control and improved management.

Advanced security measures

Security is pivotal in the modern digital world. Managed print services providers prioritize advanced security measures to safeguard sensitive information. 

Here's how:

  • Enhanced business security: MPS providers provide layered security protections to avert unauthorized use of the print network and keep your data secure.

  • Regulatory compliance: If you're operating in a highly regulated industry, such as healthcare or finance, adherence to regulations like the Health Insurance Portability and Accountability Act (HIPAA) is essential. MPS providers ensure print operations comply with these necessary standards, minimizing your risk of non-compliance penalties.

  • Device authentication and encryption: MPS providers use device authentication to validate user identities before granting access. This safeguards against unauthorized access and usage. Additionally, modern MPS solutions encrypt your data, making it unreadable to potential hackers.

  • Document release control: This feature ensures printed documents do not fall into the wrong hands. Document release control holds your print jobs in a secure server until an authorized user authenticates the process. 

  • Vendor consolidation: By having a single provider handle your print operations, the risk of fraud, such as scams from toner pirates, is significantly reduced. MPS services consolidate your vendors, mitigating this risk.

Scalable solutions for businesses of all sizes

Managed Print Services aren't just for big corporations; they are designed to scale up or down to meet the distinct needs of businesses of all sizes.

  • Small businesses: If you're an ecommerce based small to medium-sized business (SMEs) or a creator, artist, or entrepreneur, you probably feel pressure to reduce costs and streamline operations, don't you? An MPS such as GelatoConnect offers you a cost-efficient and automated solution for print management, helping you enhance your supply chain and inventory management to save costs and improve warehouse efficiency.

  • Large corporations: If you’re a large print on demand business dealing with complex and extensive print environments spanned across different departments or locations, MPS providers such as GelatoConnect are here to help. We offer automated end-to-end print management solutions, real-time visibility over production, centralized control, comprehensive insights, and detailed analytics for informed decision-making. 

  • Scalable options: As your business evolves, so should your print environment. MPS providers offer scalable options that keep pace with your emerging needs. 

  • Wide range of products. With MPS, a diverse product catalog is made available with advanced customization options for personalized print solutions. This includes apparel, phone accessories, wall art, drinkware, stationery, and more.

Robust support and maintenance services

Having robust support and maintenance services at your disposal simply enhances the reliability of managed print services.

Let's delve deeper into these services: 

  • Proactive routine maintenance: An effective MPS provider should regularly perform preventative maintenance, cleaning, and checkup of printers and copiers. This ensures that all equipment is kept in an optimal working condition. 

  • Experienced technicians: Leveraging an MPS program ensures that the burden on your IT department is eased as skilled technicians take charge of your print environment. 

  • Dedicated support team: A dedicated support team can provide invaluable assistance by promptly addressing any queries or issues you may have. 

  • Advanced customization and personalization: MPS providers that offer advanced customization and personalization options allow organizations to adapt their print environment in line with their specific operational requirements and workflow.

  • Applied Innovation experts: Some MPS partners also offer the services of Applied Innovation experts who can support unique technology, imaging, or automation needs, thus extending the boundaries of traditional print services.

Integration capabilities with existing IT infrastructure

A strategic component to maximize the impact of managed print services is to integrate these solutions with your existing IT infrastructure. 

Let's discuss the value this feature brings to the table:

  • IT harmonization: The integration of MPS with IT infrastructure allows for aligned communication channels, consolidating and harmonizing disparate elements of your business's IT framework.

  • Automated efficiency: Connection with platforms such as online marketplaces can automate work processes, eliminating time-consuming tasks and increasing efficiency. It paves the way for IT staff to refocus on higher-priority tasks such as network security or critical business applications.

  • Eliminating IT burden: Integrated MPS reduces the workload of IT departments. This is ensured via these programs' maintenance services, which are staffed with experienced technicians. As a result, your internal team can focus on more strategic tasks.

  • Cognitive space for technological innovation: By alleviating the burden on your IT department, an integrated MPS allows this crucial wing of your organization to devote its energy to finding unique technological, imaging, or automation solutions that can propel your business forward.

Integrating managed print services with IT infrastructure isn't just beneficial, it's essential. Solutions like GelatoConnect exemplify the integration capabilities of MPS, driven to enhance efficiency, productivity, and overall business success.

Sustainability and eco-friendly practices

Sustainability and eco-friendly practices are more vital than ever in today's digital age. Managed print services excel by promoting a more sustainable printing culture that significantly reduces environmental impact. 

Here's how:

  • Meticulous materials sourcing: MPS providers select materials with great care, ensuring they come from environmentally conscious sources. This measure significantly reduces the ecological footprint left behind by the printing process.

  • Partnerships with environmentally conscious suppliers: By collaborating with suppliers who prioritize sustainability, MPS providers help to ensure that every step of the printing process, from the creation of the paper to the manufacturing of the ink, is as eco-friendly as possible.

  • Reduced paper consumption, energy usage, and waste: Through digital strategies and effective device management, MPS helps companies lower their paper use and energy consumption. Moreover, it minimizes waste to increase efficiency, reduce cost, and offer environmental benefits.

  • On-demand production model: Unlike traditional bulk print runs, this model only prints what's needed when it's needed. This approach significantly minimizes unnecessary production and transportation distances, reducing costs and emissions in the process.

  • Non-fossil fuel in transportation: Many MPS providers have made strides in increasing the utilization of non-fossil fuels. This strategic expansion not only grows their network of local production partners but also decreases carbon emissions generated by transportation.

  • Printing technology advancements: Innovations in printing tech also play a significant role in promoting sustainability. Advancements like energy-efficient printers and waste-reducing software give businesses the tools to keep their print operations as green as possible.

Streamline your print operations with GelatoConnect

GelatoConnect offers a comprehensive MPS solution designed to optimize and manage your print operations efficiently. Here's how GelatoConnect can help:

  • Comprehensive automation: Automates various print tasks to minimize manual intervention and reduce errors, leading to faster and more reliable print processes.

  • Centralized management: Provides a single platform to manage all aspects of your print operations, from design and prepress to distribution.

  • Real-time monitoring: Offers real-time tracking and analytics to monitor print activities, identify bottlenecks, and make data-driven decisions.

  • Scalability: Supports the growth of your business by offering scalable solutions that can adapt to increasing print demands without proportional increases in costs.

  • Quality control: Ensures high-quality output through advanced features like preflight checks and file optimizations.

  • Cost efficiency: Helps reduce operational costs by streamlining processes and eliminating unnecessary printing.

  • Security: Enhances the security of your print operations with secure printing practices and compliance with industry standards.

By integrating GelatoConnect into your print operations, you can achieve significant improvements in efficiency, cost savings, and overall productivity. Take the step towards a more efficient print environment and sign up for GelatoConnect today.


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