Common Misconceptions About MPS
How many times have you heard the term “managed print services?” What images does it bring to mind? Many people write off MPS because they do not fully understand how it works and how it could scale for their business. A few common misconceptions about Managed Print Services: Managed Print Services refers to large-scale production. When you hear the term “Managed Print Service” or MPS, does the image of a large printer press come to mind? Are you thinking about letterhead, business cards and brochures? Don’t worry, it’s a common misconception, so let’s clearly define what MPS is and how a Managed Print Services environment can improve your office’s everyday printing, copying and faxing tasks. MPS is all about what and how your office prints on the printers that reside in your office(s). (Source: MPS Made Simple) You have to have new printers to use MPS. Whether the printers are old or brand new, you can definitely benefit from a MPS program. Supplies costs can be managed through a contract, and there is peace of mind that all support and services are being handled. Insight into your overall print and copy infrastructure is also something that anyone can benefit from. You need a lot of print and copy devices for MPS to be worthwhile. Although companies with bigger device infrastructures can most definitely take advantage of MPS, smaller companies may be able to, as well. In some cases, it may depend on whether your organization currently has paper intensive processes (e.g., small law firms, insurance agencies, or real estate sites) where output may need to be managed more effectively. The only way to find out if MPS is right for you is to ask an MPS service provider, like Boring. You can only have one brand of printer in order to use MPS. As a multi-line vendor, Boring’s Managed Print Services can incorporate any number of different products. Our priority is to create an optimally efficient print environment for our customers, regardless of brand. We sell and service printers and imaging systems from HP, Lexmark, Canon, and Konica Minolta. MPS is too expensive. Another common myth, this often puts companies off seeking managed print services. The reality is that MPS has been shown to actually save companies money. In comparison to traditional break it support, managed print solutions work on a monthly set rate, and with a great deal of saved resources through effective print management, companies can see a significant effect on their bottom line. Cost-savings is actually one of the primary reasons that companies consider MPS. The upfront costs of MPS are too high. In some cases, there are little or no upfront costs to get into a MPS program. In most cases, you will end up saving money that you were originally going to spend on your print and copy environments. (Source: What to Expect When Engaging in Managed Print Services) Equipment resellers or dealers can’t compete with equipment manufacturers on MPS. Resellers and dealers, like Boring, can provide competitive MPS programs similar to equipment manufacturers. Because we are not limited to one brand, Boring can create customized print environments that may satisfy your requirements better than single-line equipment manufacturers. Contact a Boring MPS Specialist for a personalized assessment to learn more. Working with multiple vendors keeps prices low. One of the benefits of MPS is to organize your fractured infrastructure under a single contract so that there are fewer vendors to manage. In addition, a single vendor can look at your entire infrastructure holistically to insure the most cost efficient environment. You can manage your own print resources without professional help. As another myth intended to try to save money, this route is never going to get results. Just as you wouldn’t try a DIY job to fix your broken tooth, you should not be trying to manage your printing yourself – unless you have the software, skills and experience possessed by professional MPS providers. Even if your printing is reduced, you will not be able to enjoy solutions such as print audit or print management software. You would also be forced to take time from your primary job role to deal with printer issues, which defeats the whole point in the long run. Rather than trying to manage your print fleet on your own, it would make much more sense to hire a managed print services provider, such as Boring, who can help you make the most of your printing practices, saving you money and time. (Source: Common Managed Print Services Myths) Would you like to learn more about Managed Print Services? Click here. To speak with aManaged Print Services Specialist863-686-3167or Contact Us
The Upkeep: Maintaining Your Digital Documents
In this episode of our blog, we are going to go over how to keep those digital documents digital. Most companies that you talk to have already done or are in the process of digitizing all their files. Some may have them saved in their local files, some in a form of cloud-based storage, and others have moved those files to their CRM. Let’s go over some of the departments that may not be keeping those day forward files digital and may still be creating paper-based docs that tend to get lost or misfiled. Accounting – Accounting can be either AP or AR, so this will go over several documents that they have that may still be paper based. Invoices – Companies still rely on printed invoices to send to their clients. Because of the reliance on the Postal Service, it takes longer now to get to the client meaning it takes longer for your company to get paid. This is the same on your end as it now takes longer to pay those invoices and does not allow you to take advantage of early pay discounts. It also means that those invoices could be lost or mis-filed leading to late charges and possibly affecting those relationships with clients or vendors. Expenses – Using paper receipts to capture expenses for the company. This leads to missed charges, late repayment of those expenses, or no reimbursement at all if you cannot recreate the receipt. Delivery Forms – Because there are so many ways to get goods to clients, relying on paper delivery forms can create issues. You cannot charge a client for your goods without proof of delivery, and you would not want to be charged for something delivered if it cannot be proven it was delivered and signed for. HR – HR still heavily relies on paper forms to capture information that they need for the employee profile and file. Repetitive filling out of forms, missing information, and requesting forms for equipment that is needed for the position. Sales – Sales has multiple documents that are important to the company, yet still rely on paper-based processes to move through companies. Sales Packets – These are the lifeblood for any organization with sales teams. Most of the documents are still paper based. Even though companies may be using digital signature capture to get docs signed, they are still internally processing it using paper-based workflows. Customer Documents – These are previous deals, correspondence, proposals, and more. Typically, these documents are kept either paper-based or digital. The real challenge is whether paper-based or digital, trying to find the right document can be a challenge. With CRM’s, you cannot use keyword searching to locate documents. This can be a challenge if you are looking for specific documents that you may not have all the information on, or if it was mistakenly put in the wrong place. In keeping with the theme of keeping docs digital, next blog will go over some ideas and best practices in order to digitize current workflows within your organization. Contact us today to learn more about document digitization! Author: Tom Hubler, Technical Solutions Consultant at Boring
The Benefits Of Managed Print Services
Your business could be one of millions benefiting from Managed Print Services (MPS). Here at Boring, we take care of all our clients printing needs so that they can focus on running their businesses. MPS can save you money and time, solve location and communication issues, as well as aid in teaching employees better printing habits. MPS can slow the escalating costs of print. By optimizing how your devices are being used, MPS can also reduce depreciation on your machines giving them a longer lifespan. The costs of Boring’s Managed Print Services are balanced out by long-term savings in operating costs. In addition, MPS gives you a predictable monthly bill with no surprise expenses, helping you manage your finances and cash flow. We can also track the amount of toner used and pages printed through direct reports. By doing so, MPS can create savings opportunities for your company. Do you know how much you’re spending on print? If you do not already have a MPS provider then most likely your business has no way of knowing whether you are using your print devices optimally or what your annual printing costs are. With Boring’s MPS, we can manage a large population of printers and output devices at one time. Also, by reducing paper and energy usage, MPS can help your business meet its sustainability goals. MPS can help businesses of any size. For large companies, Boring can help integrate systems during mergers, acquisitions or consolidation. Also, if your offices are spread out around multiple locations MPS can help connect them by consolidating all your printing costs into one bill. MPS can also unite autonomous departments that generally make their own purchasing decisions. In this increasing mobile and technologically-advanced business environment, Managed Print Services can help you keep track of all your employees and their printing expenses, while also meeting their complex printing needs from any device or location. MPS can reduce your business’s dependency on paper while also facilitating smooth communication with clients, coworkers and collaborators. By better understanding and automating your document workflow, Boring’s Managed Print Services can save you time and resources. Click here to contact one of our Managed Print Specialists today or call us at 863-686-3167 to learn more and find out if MPS is right for your business.
