How to choose the best MPS solution for your business

Are your documents being appropriately managed? Do you spend a lot of time resolving service issues with multiple print providers? Are you wasting a lot of money on inefficient machines, systems and processes? These questions can help you assess your current print operations. Taking the time to review your entire print and document environment can reap massive benefits for your business.

This is where Managed Print Services (MPS) comes in. However, because several providers offer MPS with their own approach and print solutions, it can be overwhelming and challenging to make the right choice. 

In this post, we will help you understand how MPS works and how to choose the best MPS solution for your business. We will also provide you with tips on choosing the most reliable print solution suited to your business's needs.

What is Managed Print Services (MPS)?

Managed Print Services, or MPS, focuses on your entire document and print environment. It takes a holistic approach to improve workflows and processes, including managing and optimising print devices, document infrastructure, security, and environmental impact for all printed and electronic documents.

MPS helps you gain complete visibility and assess your end-to-end print operations. It identifies inefficiencies and implements a tailored print solution. The main objectives of MPS are to reduce costs, improve productivity, increase document security, and minimise your carbon footprint.

How to choose the best MPS solution

So, here’s the big question: with all the providers offering MPS out there, how do you choose the best MPS solution to meet your business needs? There are several ways you can approach this.

You will, of course, need to do some due diligence on your provider – checking out their experience, expertise, service offerings, testimonials, case studies and contractual arrangements. But to assess the actual print solution being proposed, we have come up with a few things you need to consider:

1. Cost savings

A reliable MPS solution delivers significant cost savings and reduces the Total Cost of Ownership (TCO) for your print devices.

It should be able to assess your current print environment and implement measures to cut energy costs, reduce consumables costs, and lower service and maintenance expenses.

Your MPS provider needs to provide you with complete visibility into all your printing expenses and propose a customised solution to generate significant cost savings.

2. Workplace productivity

Does the solution provide increased productivity and employee motivation?

One of the main benefits of an MPS solution is the measurable increase in workplace productivity enabled by streamlined processes and optimised workflows.

You should be able to see substantial improvement in your print operations, with reduced system down-times and more efficient document management.

3. Service

A reliable MPS aims to be hassle-free. It provides a single point of contact to cover all your printing needs, answer your questions, and resolve any issues.

This also includes all maintenance and repair services. Your external provider should be able to deliver a professional, customised service that addresses the unique needs and preferences of your business.

4. Environmental impact

Will the solution make your business more environmentally friendly?

MPS aims not only to deliver ongoing cost savings but also to reduce your environmental impact significantly. It actively improves sustainability by reducing your energy and resource consumption.

Your provider should provide energy-saving machines and help you implement company-wide initiatives to make the business more energy-efficient. These initiatives can include using recycled paper and developing a print policy to encourage your staff to be more environmentally friendly.

5. Document security and protection

For many businesses, data protection is an ongoing concern. Your data contains valuable, highly sensitive information – and it needs to be protected at all times from unauthorised access.

A reliable MPS solution should identify security risks and implement measures and systems to keep your document infrastructure secure. It needs to provide you with complete visibility and control across your users, devices and networks.

In conclusion...

MPS can deliver significant benefits by optimising your entire print and document environment. As we have shown above, there are several factors to consider when choosing the most reliable MPS solution for your business.

But once you start working with the right provider and solution, you will begin to experience the positive results of streamlined processes and workflows – reduced costs, improved productivity, enhanced security and minimal impact on the environment.

If you’re looking for a solution, why not consider KYOCERA MPS?

KYOCERA MPS delivers a total solution that reduces your printing costs, enhances workplace productivity, and improves data protection while minimising your environmental impact.

We provide the necessary expertise and support at every stage of the process – from assessment and solution design to implementation, management and optimisation of your print and document environment.

Here are a few more benefits of the KYOCERA MPS:

• KYOCERA printers, copiers, and multifunction devices are among the best in the industry, offering cost-saving, reliable, and eco-friendly features.
• Our leading-edge ECOSYS Technology delivers a long-life print drum that reduces ongoing consumable expenses and landfill waste over the life of your printers.
• With our fast Help Desk and Remote Monitoring, our KYOCERA team can easily maintain optimal performance across your entire print network, assist as needed, and address any issues that may arise.
• KYOCERA has been delivering consistent, measurable results to organisations of all sizes, reducing printing expenses, optimising workflows, and enabling more efficient systems, resulting in less disposable waste. Check out our case studies.

Managed Print Services is a flexible and scalable print solution that can meet the changing needs of your organisation in the new era of work. To learn how you can reduce your costs, minimise risk, improve your environmental footprint and gain greater control of your print environment, visit our Managed Print Services page.

KYOCERA Document Solutions provides document management solutions with ECOSYS technology to reduce the total cost of ownership (TCO) and minimise the impact on the environment, while delivering greater productivity, reliability and uptime.