Unlock Efficiency and Savings with Managed Print Services: Your Office's Hidden Productivity Booster

January 20th, 2025 by admin

Woman using printer

In the bustling world of modern business, where every second counts and every dollar matters, it's easy to overlook the humble office printer. Yet, these unassuming machines play a crucial role in our daily operations. From contracts and reports to marketing materials and internal memos, printed documents remain an integral part of how we communicate and conduct business. But what if we told you there's a way to transform your printing from a necessary expense into a strategic advantage? Enter Managed Print Services (MPS) - the unsung hero of office efficiency.

What Are Managed Print Services?

Managed Print Services is a comprehensive approach to handling all aspects of your company's printing needs. It's not just about replacing toner cartridges or fixing paper jams (though it certainly includes those tasks). MPS is a holistic strategy that encompasses everything from assessing your current print environment to implementing new technologies, optimizing workflows, and providing ongoing maintenance and support.

At Van Ausdall & Farrar, we've been helping businesses optimize their operations since 1914. While our journey began with Thomas Edison's innovations, we've continually evolved to meet the changing needs of modern businesses. Our Managed Print Services offering is a perfect example of how we blend time-tested expertise with cutting-edge solutions to help our clients thrive.

The Benefits of Managed Print Services

Now, you might be wondering, "Why should I care about my printers?" Well, let's dive into some of the key benefits that MPS can bring to your organization:

1. Cost Savings

One of the most immediate and tangible benefits of MPS is cost reduction. By analyzing your print usage, consolidating devices, and optimizing your print fleet, we can help you significantly reduce your printing costs. Many businesses are surprised to discover just how much they're spending on printing when all costs are accounted for - including hardware, supplies, maintenance, and energy consumption. With MPS, you can typically expect savings of 20-30% on your print-related expenses.

2. Improved Productivity

How much time do your employees spend dealing with printer issues or searching for the right supplies? MPS takes these tasks off your team's plate, allowing them to focus on their core responsibilities. Plus, with optimized printer placement and improved workflows, your team can work more efficiently, boosting overall productivity.

3. Enhanced Security

In today's digital age, cybersecurity is a top concern for businesses of all sizes. But did you know that printers can be a significant security vulnerability? Modern printers are essentially computers with hard drives and network connections, making them potential entry points for cyber attacks. MPS includes robust security measures to protect your sensitive information, from secure print release to data encryption and regular firmware updates.

4. Environmental Sustainability

If your organization is committed to reducing its environmental footprint (and it should be!), MPS can help. By optimizing your print environment, we can reduce paper and energy consumption, minimize waste, and ensure proper recycling of used cartridges and old devices. It's a win-win for your bottom line and the planet.

5. Predictable Budgeting

With MPS, you can say goodbye to unexpected printing costs. Instead of dealing with fluctuating expenses for supplies and repairs, you'll have a predictable monthly fee that covers all your printing needs. This makes budgeting easier and more accurate, allowing for better financial planning.

How Does Managed Print Services Work?

At Van Ausdall & Farrar, we've refined our MPS process over years of experience. Here's a brief overview of how we implement Managed Print Services for our clients:

1. Assessment

We start by conducting a thorough analysis of your current print environment. This includes mapping out all your devices, analyzing print volumes and patterns, and identifying inefficiencies and pain points.

2. Design

Based on the assessment, we design an optimized print environment tailored to your specific needs. This might involve consolidating devices, upgrading to more efficient models, or implementing new software solutions for print management and document workflow.

3. Implementation

Once the plan is approved, we handle the entire implementation process, from installing new hardware to configuring software and training your staff on the new systems.

4. Management and Optimization

This is where the "managed" in Managed Print Services really comes into play. We provide ongoing monitoring, maintenance, and support for your print environment. This includes automatic supply replenishment, proactive maintenance to prevent issues before they occur, and regular optimization to ensure your print infrastructure continues to meet your evolving needs.

Is Managed Print Services Right for Your Business?

While MPS can benefit organizations of all sizes, it's particularly valuable for businesses that:

  • Have multiple printers and copiers across different departments or locations
  • Spend significant amounts on printing (often more than they realize)
  • Want to improve document security
  • Are looking to reduce their environmental impact
  • Need to free up IT resources currently devoted to printer management

If any of these sound like your organization, it might be time to consider Managed Print Services.

The Van Ausdall & Farrar Difference

As Indiana's largest full-service business technology provider, Van Ausdall & Farrar brings a unique perspective to Managed Print Services. Our century-long history has taught us the importance of adapting to technological changes while never losing sight of the human element in business.

When you partner with us for MPS, you're not just getting a print management solution - you're getting a team dedicated to improving your overall business processes. Our expertise extends beyond printing to encompass a wide range of business technology solutions, including IT services, communication systems, and document management. This holistic approach allows us to integrate your print environment seamlessly with your broader technology infrastructure, creating a cohesive system that drives efficiency across your entire organization.

Our commitment to "implementing technology to improve the human experience" means we always keep your team's needs at the forefront. We don't just implement technology for technology's sake - we ensure that our solutions genuinely make your employees' lives easier and more productive.

Print Smarter, Not Harder

In today's fast-paced business world, every advantage counts. Managed Print Services offers a way to turn a necessary business function into a strategic asset, driving cost savings, boosting productivity, enhancing security, and supporting sustainability efforts.

At Van Ausdall & Farrar, we're passionate about helping businesses in Indianapolis and beyond leverage technology to reach their full potential. Whether you're a healthcare provider looking to streamline patient documentation, a manufacturing company aiming to optimize your production workflows, or a real estate firm seeking to enhance document security, our Managed Print Services can be tailored to meet your unique needs.

Ready to unlock the hidden potential in your print environment? Let's start a conversation about how Managed Print Services can transform your business. After all, in the world of business technology, sometimes the biggest improvements come from the most unexpected places - like that printer in the corner of your office.

Posted in: Print, Managed IT Solutions