Managed print - outsourcing your printing

Despite the enthusiasm for the ‘paperless office' in recent years, printers are still an integral part of daily business life. Printers and print consumables can take up a hefty part of your stationary budget, so an alternative may be to outsource your printing and choose a managed print service.

What is managed print?

Managed print is a service offered by printer manufacturers that is specifically designed to help the business end-user to streamline management and reduce printing costs. It's a method for businesses that want to outsource their printing to utilise the services of dedicated printing facilities, often offered by the manufactures themselves or through third party printing companies.

Managed print services consolidate all your printing and imaging requirements under one umbrella service. Instead of tying up business capital in printers and copiers, the business end of the printing process is taken care of by an outside contractor. These companies specialise in print technology, which means that their equipment is going to be cutting edge and much more up to date than most small and medium size businesses can afford to invest in. They also have the ability to drive printing costs down because of their direct connection to the printing industry - savings that can be passed onto the business end-user.

Business IT departments face an uphill battle when it comes to staying on top of repairs, replacing worn out equipment and consolidating existing equipment. By outsourcing your printing to a managed print service, your IT department is freed up to concentrate on other, more urgent business such as maintaining the computer systems within the business. This improves productivity, increases user satisfaction and equates to cost savings for your business.

Any drawbacks?

If your printing requirements are limited, then a managed print service may not be the best option. For day to day printing such as documents, it is always useful to have a dedicated printer available at your offices. But if you are producing a lot of printed material, then a managed printing service will be more cost efficient (and time efficient) in the long run.

Choose a print management service that is not contractually tied to one particular manufacturer. This will mean that their range of print technology is greater and more flexible. The overall benefits of managed print services are:
• Per-page printing costs are reduced
• The business has a single point of contact and accountability for all printer services
• Less investment in print technology needed for the business end-user
• Minimises printer down time

For businesses who rely on their printing capabilities, utilising the obvious advantages of a managed print service can constitute a considerable financial saving as well as freeing up members of staff for other, more business-crucial activities. Although it may not be the most suitable solution for smaller businesses, many print management services do offer deals for smaller users, which may certainly be worth investigating. It is a matter of weighing up the pros and cons on both sides, and deciding whether a managed print service would be of benefit to your business.