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Tips to Control & Manage MPS Spending

2 Jun, 2015 By: Editorial Staff

We know that supplies and equipment needed for large amounts of printing can cost your clients a good deal of time and money if it is not being managed well. That said, some good tips from Technocom are cited for controlling Managed Print Services (and how MPS providers can highlight four key benefits to their customers).

It’s always nice to share good suggestions, so check these out as reminders of the basics that we all need to start with, or as a refresher of where it all begins:

1. Manage Supplies

Ink, toner, and cartridges are all vital parts of the printing process, but they can also be expensive. The best way to manage these supplies (for the client) is to have them managed by an MPS provider! Managed print services eliminate the need to stock up on printing supplies and will simply replace them on an as-needed basis.

2. Control the Budget

With specialized reports, customers can take control of their printing budget. Managed print services provide detailed reports on how a company is using their resources, who is printing, and how much, offering suggestions of how to make changes for the future.

3. Stay Ahead of Maintenance

With a print management system, you are no longer just responding to errors - you can actually get ahead of them. Print management systems keep machines up and running and give a heads up when it's time to consider replacing them. For the customer, this takes the worry of equipment maintenance off their plate, saving time and stress.

4. Optimize Infrastructure

The more technology advances, the better resources are available for an office. That includes printing technology. It's important to consider how you equip an office and if the machines chosen are best for the client. Many printers have excellent power saving options, such as shutting off after a set period of inactivity. Such features can save the company money on their electricity bill and make an office more environmentally friendly.

Ultimately, these are excellent ways to control another chunk of the budget and eliminate the unknown spending that accompanies printing.

Cost Per Print Factors

According to “blogger” Terry Willis of Marco, an expert with great advice for customers or interested providers, it is important to note that, “The age of a printer, the types of documents printed, the environment where the printer is located, and how often the printer is used, and more, will affect the cost-per-print calculations. Although these calculations can be used effectively to manage and monitor your costs, know that small fluctuations may occur due to these and other factors.”

In addition, Willis says of supplies, “Which type of cartridges you use will affect your calculations. Testing done to determine page yield is done with the [printer] manufacturers’ toner cartridges. Choosing any other cartridge – refilled, remanufactured, another brand, or high yield for example – will have some impact on your total cost-per-print.”

Managing print effectively is an ongoing process and will always be in need of capable experts to take control of the process. Bottom line.

About the Author: Editorial Staff

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