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Make Managed Print Services Work for YOU

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Managed Print Services (MPS) is a service-related relationship with an outside provider that manages the printing and document output needs of your company. An MPS solution will reward an organization with numerous benefits, from lowering your overall print spending to improving productivity to increasing your data security. However, there are steps you can take to maximize the return on your investment and help you get the most out of this solution.

Each workplace is unique, with its own needs, challenges, and way of doing things. Therefore, when taking advantage of an MPS solution, it’s in your best interest to get involved to ensure you realize the many benefits Managed Print Services can provide you with.

Take full advantage of the print assessment. The first step of an MPS solution is an initial assessment of your printing environment. Have your team work closely with your MPS provider so they can get a detailed, accurate analysis of your printing requirements and your workflows. Their feedback will help position your provider to optimize your print fleet, eliminate inefficiencies, and reduce waste.

Don’t be afraid to speak up. Following your initial print assessment, your MPS provider will present a comprehensive strategy based on these findings. This will include recommendations to eliminate and or replace obsolete, inefficient, or redundant devices; relocate devices to more suitable locations; and ways to eliminate wasteful printing practices. While a reputable MPS provider such as Infomax Office Systems will have the knowledge and experience to provide you with sound counsel when it comes to optimizing your printing environment, be sure to voice any concerns you may have. No one knows your organization and it’s day-to-day operations like you do, so if you have any doubts or questions about a recommendation be sure to voice them.

Have your staff buy-in to the plan. Major organizational changes have no chance without buy-in from all employees. You can help facilitate this by explaining why you’re implementing an MPS solution, as well as what the company and they individually have to gain from it.

Partner with a trustworthy, qualified MPS provider. While you’re sure to find a number of business solutions providers in your area that offer Managed Print Services, do your homework and get to know who you are considering doing business with. How long have they been serving your local area? What type of reputation do they have? Have they partnered with other businesses in your industry? A reputable MPS provider will be happy to provide you with satisfied customers willing to go to bat for them with a testimonial or endorsement.

For more information about our MPS solution and how it can bring to your company, contact us today.

The Benefits of MPS are Many

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Managed Print Services (MPS) is a cost-effective, time-saving solution for all aspects of your printing environment. MPS is all about optimizing and streamlining your devices to meet the specific needs of your business. MPS brings a load benefits to your entire printing fleet, including printers, copiers, scanners, and fax machines.

Print fleet analysis
An MPS program will provide a full analysis of your current print set up. This detailed analysis will lay out a plan to manage your printer fleet. It may call for upgrades to certain devices, removal of redundant or unnecessary machines, or changes in print device locations. In the end, the result of this analysis will lead to an increase in efficiency in your office space.

Reduced print volumes
MPS will provide you with ways to cut back on unnecessary printing and wasted supplies, lowering your overall printing costs. Utilizing rules-based printing, you can route print jobs to the printer best suited for the job type, set printers to default to black-and-white printing, prohibit printing of emails and web pages, and default to duplex printing to automatically print on both sides of paper.

Security upgrades
We all know the importance of security when it comes to our data. MPS will ensure that your devices have built-in user authentication and activity tracking. An MPS program will also encrypt device data and add comprehensive permissions to make sure only authorized personal have access to sensitive information.

Increased efficiency and reduced equipment downtime
Increasing efficiency is at the core of every MPS program; it’s all about doing more with less. For example, remote printing allows your employees to print from off-site locations. For businesses with remote employees and road warriors, this is a great option to improve the efficiency of your workflows. You can also eliminate equipment downtime through automatic supply restocking when the machine starts to run low on ink or toner. This allows your workflows to keep moving without bottlenecks occurring due to lack of supplies.

If your printing fleet could use some fine tuning, an MPS program is the way to go. A print fleet analysis with Infomax Office Systems will help optimize your printer fleet to streamline workflows around your office. Contact us today to learn more about an MPS program for your business.

Key Features of an MPS Solution

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Increasing efficiency in the workplace is an ongoing initiative for most businesses, regardless of their size. Implementing a Managed Print Services (MPS) solution is one of the top ways to achieve maximum efficiency with your print-related business processes. It all comes down to streamlining your efforts. With quicker processes and less equipment in place, utilizing an MPS solution will bring an enormous amount of benefits. Here are some key features and what they will bring to your business.

Save time
With a poorly configured print environment, employees often spend more time than necessary printing, scanning, and faxing. They also waste time dealing with malfunctions and equipment errors. MPS can provide maintenance support to provide your office with uninterrupted service, leaving your employees the time they need to excel at their jobs.

Save money
An MPS print audit will provide your business with a thorough analysis of your print fleet and how to cut your costs. Minimizing hardware is a common way to save money. After all, maintenance on multiple devices significantly adds up over time.

Increase productivity
An MPS provider can customize print efforts to meet the needs of your employees. This includes the ability to print from mobile devices or offsite. This gives your employees the tools to be productive in any role they serve within the company. There’s also the added benefit of MPS training, which will keep employees up to date on the best way to carry out tasks.

Decrease your environmental impact
An environmentally conscious approach to conducting business is important. With a monitoring system in place, an MPS provider can track your print output. Being aware of your print usage will give you the opportunity to step in and make changes to reduce printing wherever possible. This type of awareness is sure to reduce your environmental footprint.

Reduce your printer fleet
Streamlining is the key to improved efficiency. Reducing your printer fleet will not only cut back on maintenance costs, but it will simplify workflows and save space within your office. With fewer devices come fewer headaches. An MPS provider will evaluate your fleet to remove unnecessary devices and replace any machines that are not meeting your needs.

To learn more about Managed Print Services and how it can benefit your business, contact Infomax Office Systems today.

Reduce Costs with MPS

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Every busy company knows how expensive printing services are. Between printing, copying, and faxing, the average U.S. office worker uses 10,000 sheets of paper each year. Depending on the size of your team, this figure can multiply quickly, affecting your printing costs and your bottom line. With Managed Print Services (MPS), companies can reduce printing costs, translating into significant savings for your business. By helping organizations gain control of their printing expenses and uncover hidden savings, MPS can lower printing costs by as much as 30 percent. If you’ve ever wondered how MPS can help your company save money, consider the following.

MPS quantifies your printing
Many businesses fail to tally up how much they actually spend on printing, oftentimes not taking the price of supplies, parts, maintenance, and repairs into account when doing so. While consumables and service can be easy to forget, these factors can be very costly. Between maintenance issues and overprinting, the total cost to print in the office is more expensive than one would think. Without having data to analyze, there is no way to determine exactly how much you’re spending on printing, what aspects can be reduced or consolidated, and how to accomplish your printing budget goals. With an  MPS solution, professionals collect and analyze your data from your infrastructure, enabling companies to quantify how much they spend on printing. From there, it’s easier to determine in which areas you are overspending and what steps to take to reduce your overall printing expenditure.

MPS improves productivity
Sometimes it takes an outside perspective to shed some truthful light upon a situation. While your company may believe that their office equipment devices are set up in a manner that maximizes efficiency and contributes to an overall better workflow, it actually may do the exact opposite. MPS professionals are trained to scout out the common mistakes in office print infrastructure configurations and address them with strategic solutions. For example, while it may seem like a good idea for every employee to have his or her own printer, it is actually much more productive and cost efficient to have one network multifunction printer in the office.

MPS frees up employee time
Employees are hardly productive when they spend their time waiting for documents to print. Similarly, your IT staff members can utilize their time much more wisely than by resolving office equipment maintenance and service issues. Time is money, especially in the office, and it should be utilized on value-adding tasks whenever possible. When your printing environment is managed by an MPS provider, you can help your staff maximize their time by eliminating the need for them to deal with printer-related issues.

Most companies would be shocked by how much they actually spend on printing. Moreover, they would be pleasantly surprised to know how much they could save by simply utilizing an MPS solution. Contact Infomax Office Systems today to schedule an MPS assessment for your business.

Maximize MPS Success with These Simple Tips

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In today’s hyper-competitive business landscape, companies are always looking for ways to stay ahead of the competition. One solution that many small- and medium-sized businesses (SMBs) find instrumental to boosting productivity and lowering their overhead is Managed Print Services (MPS). Through MPS, a company outsources the management of their printing fleet and document output to an external managed services provider. MPS enables businesses to gain control of their printing environments, which provides them with a number of benefits, including reduced hardware and consumable costs, enhanced security, lightened load for their IT staff, and improved workflows, just to name a few.

An MPS engagement is a partnership, and there are things companies can do on their end to help ensure the success of this initiative. In this blog post, we highlight ways to help you maximize your return on your MPS investment.

Take stock of your print environment. Before your MPS provider does their own initial assessment of your print fleet, utilize introspection to take a good look at your current environment. Beyond just lowering costs, which areas of your operation need addressing? Which business processes would you like improved?

Make your objectives clear. When first meeting with your MPS provider, it’s essential that you clearly outline your goals; what do you specifically seek to realize from your partnership. Whether it’s slashing your printing costs, increasing security and compliance, or reducing your IT staff’s burden, be sure to make your goals clear to your MPS provider, supplying them with any benchmarks you may have as well.

Review your progress. Throughout your MPS engagement, monitor your company’s progress toward your stated goals. Is your provider reaching them? If not, make sure you address these shortcomings with them, and ask them to have them implement changes to help ensure they meet your expectations.

A company’s print environment plays a huge, but often unassuming, role in their success, or lack thereof. While an MPS solution can help increase a business’ chance of the former, the odds will be greater when owners and presidents do their part. Contact Infomax Office Systems today to learn more about why some of Iowa’s most respected companies rely on our Managed Print Services.

Eliminate Printing Woes with Managed Print Services (MPS)

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Printing is a must-have function for your company. But, you and your staff are understandably getting tired of the hassle and complications that accompany managing your print fleet—especially with all of the new technology that’s built into modern devices. Fortunately, the management of your printing environment is one responsibility that you can outsource to experts, thanks to Managed Print Services (MPS). With MPS, your service partner handles your entire print infrastructure—equipment maintenance, supplies, service, monitoring, security, and even system design.

Do any of the following issues plague your company? If so, Managed Print Services can help.

• High Costs — A company’s printing costs can amount to as much as SEVEN PERCENT of its total annual revenue. MPS, however, can lower your total cost of ownership by as much as 30 percent by optimizing your machines, right-sizing your fleet, and handling its maintenance.

• Printer Performance Problems — With Managed Print Services, your printer fleet is continually monitored for technical issues, supply needs, preventive maintenance, and more. Your MPS partner eliminates wasteful downtime and proactively prevents problems through updates and patches.

• Supply Headaches — Ordering supplies and inventory management are also part of the MPS package. With active monitoring, your supplies will automatically be ordered for you when needed, and there’s no reason to waste valuable office space stockpiling toner. MPS eliminates last-minute supply runs and keeps your purchases optimized through standardization across the fleet.

• Productivity Drain — The initial MPS assessment will tell you whether the equipment you currently have is actually meeting your company’s workflow needs. Your MPS partner will provide a print solution designed to optimize your team’s workflows, from machine sharing to device placement. You’ll also free your IT staff’s time to handle value-adding projects instead of being bogged down performing printer troubleshooting.

• Lack of Expertise — Your organization has tons of expertise at its disposal; unfortunately, it’s probably not in print management. MPS providers employ professional specialists with advanced training, broad experience, and a critical perspective that will result in the most effective solutions to meet your business’ needs.

You have enough on your plate, so take printing woes and worries off your list by teaming up with a Managed Print Services provider. Infomax would love to help, so contact us today for a free MPS assessment.

MPS: How Small Changes Can Make a Big Difference

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Printing is a critical part of daily business processes. But done inefficiently, printing can be a black hole for time and money—making equipment purchases that don’t meet your company’s needs, spending hours troubleshooting solutions to rectify problems, and running out of consumables at inconvenient times. All of these printing pitfalls add up to wasted resources for your business. But, when printing is done right, it can make your operations more streamlined, professional, and cost-effective.

Managed Print Services (MPS) can implement a few small changes that will make a big difference in your office. Here’s how:

Optimize workflows – No two businesses are exactly alike, and MPS will optimize your unique workflows. With MPS, your business’ specific needs are examined to find solutions that click with your systems and improve your processes. An initial MPS assessment can uncover shortcuts to help manage complex tasks like batch printing and document delivery. Or, your Managed Services Provider may identify multifunction machines that will help you accomplish your goals, while saving time, money, and office space. Your MPS partner can also examine your office layout, staffing, and print needs. With a complete picture of your unique business workflows, your Managed Services Provider can determine the best physical location and setup for each machine in your office’s imaging fleet.

Delete daily distractions – Increasingly, we’re learning that “multi-tasking” is a myth. What we’re really doing dozens of times each day is task-switching. And printing comes with plenty of tasks—taking inventory, ordering supplies, performing maintenance, troubleshooting, and more. Every time your IT or admin staff members have to stop and perform a printer-related task, you’re losing time and money. Turning to Managed Print Services means streamlining daily efforts and making all these print-related processes seamless.

End printer panic – How many times have you run out of toner when you’re in the middle of a time-sensitive print job? Consider the disruption that occurs when one of your staff members has to make a “quick run” to the office supply store so you can finish the job. With MPS’ automatic toner replacement, you’re ready to replace that cartridge without skipping a beat.

With Managed Print Services, little changes to your imaging fleet can make a big difference. Printing can become a seamlessly integrated part of essential processes and daily workflows. MPS can get the logistics of printing out of your way and identify solutions to improve your operations. After all, technology is supposed to make our lives easier, isn’t it?

Contact Infomax today to learn more about how small changes with MPS can have a big impact on your business.

MPS Myths Busted

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Many businesses have some reservations about making changes to their printing processes. This is common. After all, change is hard. But, even top-level decision makers can be hesitant about making the switch to MPS because it can be difficult to separate the myths from the facts.

In order to clear some of the fog surrounding MPS, we’ve busted some of the most common myths surrounding MPS below.

Myth 1: MPS is too expensive.
MPS might, at first, seem like a frivolous expense. After all, “Managed Print Services” even sounds expensive. However, one of the major goals of MPS is to help businesses achieve significant, long-term savings. MPS can be easily customized to your business, so this myth really has no grounding in reality. No matter the size, MPS can help your business save money by reducing printing expenses by up to 30%.

Myth 2: MPS will interrupt workflow.
Many businesses are resistant to integrating MPS into their business environment because they believe it will disrupt the company’s workflow and will cause more trouble than it’s worth. But the truth is that MPS actually simplifies operations of the entire print fleet while minimizing interruptions to the company’s workflow. MPS is designed to free up more of your employees’ time. With MPS, your admin staff won’t have to spend time ordering consumables, troubleshooting error messages, or maintaining your devices—that will all be done for them.

Myth 3: MPS is just an up-sell.
MPS is not just some fad—it’s a legitimate solution that allows businesses to focus on core competencies. Top businesses who have adopted MPS into their workflows have found that its benefits are significant and permanent. Gone are common inefficiencies and overly complex printing environments. MPS will streamline your print processes and maximize the efficiency of your entire team.

Myth 4: My IT staff does just fine.
In reality, your IT staff is probably already stretched too thin. With MPS, your they can focus on more important projects, instead of tending to a jammed printer or updating the settings on your multi-function device. MPS proactively maintains your printer fleet, freeing up more of your IT staff’s time.

Myth 5: All of our printers are essential.
No, they are not. A common misconception is that there are few costs associated with personal printers. But, smaller machines are inefficient, wasteful, and can chew through costly consumables quickly. With an MPS solution, your standalone devices would be replaced with fewer, more efficient machines, targeted for specific tasks—resulting in the ability to control printing waste and reducing consumables across your entire organization. MPS provides a solution that’s good for your budget, your workflow, and the environment.

Contact Infomax today to learn more about how MPS can benefit your business.

How to Capitalize with an MPS Solution

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MPS is about more than just managing your printer fleet. It’s about creating opportunities for your business so you can capitalize on growth and focus on core competencies. And that’s exactly what a Managed Print Service (MPS) solution can do for your business.

Here are some of the ways Managed Print Services from Infomax can help your business.

  • Cutting costs: Secure digital connectivity means that your IT and printer-fleet costs are kept at bay. Rather than allowing your printer-related problems to grow or, worse yet, be improperly handled, you can rest assured all issues will be handled by your MPS vendor quickly and properly. This allows your IT staff more time to focus on other areas of your business, which grow your operation and increase profits. This will ultimately boost your staff’s productivity and will save your business money over time.
  • Increasing efficiency: Sooner or later, every hardware or imaging device will have a problem. But, your company depends on your copiers, printers, and MFP for its day-to-day operations. And, that’s where the value of an MPS solution really comes into play. With MPS, there is always a plan for immediate action to remedy the situation and get your office back on track. This maximizes efficiency and productivity so your business doesn’t miss a beat.
  • Reducing your carbon footprint: “Going green” is not just a fun phrase. On the contrary, taking steps towards a greener office is actually is hugely beneficial to all companies, as well as the environment. An environmentally conscious business has an improved reputation, as well as a greater chance of taking advantage of tax incentives. MPS can help find the middle ground between what you need, and what is best for the planet Earth.
  • Staying competitive: Taking advantage of MPS can help you stay ahead of the curve. You are not only more aware of your printing environment and its output, but you are able to implement this knowledge in a way that saves time, money, and energy.

To learn more about how MPS can take your business to the next level, contact us today.

Go Green with Simple Solutions

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Going green is a great way to save money and the environment. The problem is that many businesses simply do not know where to begin. The options are seemingly endless, and sometimes cost efficiency gets lost in the mix. Fortunately, there is an easy way to keep “going green” in the forefront of your mind and your bottom line.

When making the transition to a greener office environment, keep the three R’s in your mind at all times:

  • Reduce: First and foremost, it is vital that your company deciphers between the necessary and the unnecessary when it comes to printed documents. A good Managed Print Services (MPS) strategy will take this into account and help guide your business toward reducing the unnecessary elements. User controls and printer release codes are also great ways to reduce superfluous printing, while saving your company money. Also consider reducing your actual printing devices. Perhaps you don’t need a desktop printer in every office. We can help you evaluate your print environment to reduce office waste.
  • Reuse: A great way to go green is to use your equipment in as many ways as possible, or switch to multifunction products that maximize efficiency but minimize your carbon footprint. Also, consider duplex printing when it is appropriate. If the information on one side of the paper is not sensitive, throw it back into the printing tray. Reusing as much as possible will help save money and trees.
  • Recycle: Everyone knows you can recycle paper. Put secure recycling bins near your MFPs and let recycling paper become second nature. Then, move on to recycling various consumable parts and cartridges associated with your printing needs. Once these actions become second nature, you are well on your way to going green.

The three R’s help simplify the “going green” process. Share these tips with your workers and take the intimidation factor out of it. After all, helping the environment should not be a stressful task. In fact, it should be universally helpful.

Contact Infomax today to learn more ways to go green!