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Does Your Business Really Need Managed Print Services?

A guide to determining if your business needs MPS or if you would benefit more from repair services.

November 14, 2018

Businesses across the country and around the world are realizing the immense time- and cost-saving benefits of managed print services (MPS) and other repair and maintenance plans for their devices. With some industry reports finding that businesses lose up to 3% of annual revenue due to equipment downtime and print waste, it’s no wonder that waves of companies are seeking a way to mitigate their losses. The question is: When it comes to your business, which service will actually save you the most year over year?

Managed Print Services (MPS)

Over the last few years, MPS has gained substantial popularity in a wide range of industries for its ability to save businesses time and money while increasing efficiency.

For businesses that have made a substantial investment in their collection of printers, scanners, copiers, and fax machines, the benefits of MPS can be invaluable.

Not only does MPS help prevent your administrative staff and internal IT team from spending valuable work hours on managing your equipment, it can also help analyze and optimize the efficiency of your devices, lower total cost of ownership, improve workflow and performance, and monitor and replace equipment in the most cost-effective way.

There are a plethora of figures and statistics out there that show how valuable MPS can be. In our experience, we’ve found that:

  • 15% of an internal IT department’s time is spent solving printing issues
  • Over 20% of help desk calls are print-related
  • Roughly 20% can be saved annually through better print management

However, if a business’s printer fleet is less like an armada and more like a few boats, the benefits of MPS may not outweigh the overall cost. While the statistics above may hold true to the business world at large, the issue is that they don’t apply to every business across the board, especially small businesses.

For instance, what if your business doesn’t have a help desk or internal IT department? If it doesn’t, those are two exceptional benefits that won’t be able to help your business.

It’s important to remember that the value of MPS is directly proportionate to the size of a business’s printer fleet.

While MPS may have the ability to drastically mitigate the costs and time associated with managing dozens of printers (the kind of fleet you might find in the fields of education, healthcare, and finance), those abilities and benefits won’t apply to smaller businesses with just one or two printers and scanners.

Other Repair and Maintenance Programs

For businesses that don’t require the type of constant print management that an MPS provider will provide, it’s still critical for them to maintain a robust maintenance or repair strategy for their devices. That’s because every single piece of equipment a business uses has the potential to break down, and few businesses have the in-house resources to handle unexpected equipment failures.

While small businesses may not be at risk of losing hundreds of thousands of dollars per hour due to downtime, broken devices can still have significant repercussions, like decreased customer satisfaction and profitability. Luckily, there are many other options on the table, such as:

  • On-Site Repair – For businesses with a few printers or scanners, on-site repair is a great option. When the device goes down, you simply inform your repair provider via email or call, and they schedule a certified technician to visit as soon as possible.
  • Depot Repair – When easily shipped devices like desktop printers break down, depot repair offers a quick, more affordable solution than replacement. With depot repair, a business simply ships their broken device to the provider, they repair it, and then they ship it back within a reasonable timeframe — usually around ten days.
  • Advanced Unit Exchange – AUE is a special type of depot repair. When a business-critical device breaks down, the business notifies their repair provider. The AUE provider then delivers an identical replacement device on the next business day. The business then returns the broken device to their provider in the same box as the arriving device. This helps mitigate downtime, eliminates the need for on-site spare parts, and maintains a single-source supplier for both repairs and replacements.

Whether your business needs complete print management or simply a reliable break-fix repair service on standby, it’s important to have a plan in place for when devices inevitably malfunction or break.

While MPS may be one of the fastest growing types of device repair services, be sure to evaluate your business’s print needs to ensure that you will benefit from everything MPS has to offer. For businesses with fewer devices or less print needs, on-site repair or depot repair could be the most cost-effective solution. Staying proactive is critical to ensuring your business remains profitable and beats out the competition, and device repair plans and managed print services offer a few ways to do just that.

To learn more, download our white paper on this topic: A Guide to Print Management and Device Repair.

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