Regardless of the industry, small businesses require reliable print solutions to keep operations running smoothly. For everything from full-color marketing materials to monochrome text documents, businesses have a wide range of print requirements—but what can they do to streamline print function while reducing costs?
Print management offers comprehensive monitoring and assessment for an organization’s print needs. In this article, we’ll explore what print management is, the various services involved, and how small businesses can benefit from these solutions.
What is Print Management?
Print management involves overseeing and controlling an organization’s printing needs and infrastructure. This includes managing printers, copiers, scanners, and related software and services to reduce costs, improve efficiency, enhance document security, and minimize environmental impact.
IT departments or third-party providers generally handle an organization’s print management, managing both hardware (printers, copiers, multifunction devices) and software solutions involved in document output and workflow. While many people might assume print management and managed print services are the same, MPS instead falls under the print management umbrella.
Print Management Services
- Device Assessment and Optimization: A thorough evaluation of current print environments to identify inefficiencies, recommend appropriate printer placements, and suggest consolidation or upgrades. This ensures your print fleet fits your organization’s needs.
- Usage Monitoring and Reporting: Tracks print, scan, copy, and fax activity across all devices and users. This service generates detailed reports that help identify high-usage areas, uncover waste, and provide insights into user behavior.
- Managed Print Services (MPS): Offers a comprehensive, outsourced print management solution that covers hardware, software, maintenance, and analytics. MPS providers tailor service agreements to align with business goals, freeing internal teams from day-to-day print responsibilities.
- Maintenance and Support Services: Provides routine servicing, troubleshooting, and repairs for all print devices. This service often includes proactive maintenance and access to a help desk for fast resolution of technical issues.
- Compliance and Audit Support: Ensures your print environment aligns with regulatory standards such as HIPAA, GDPR, or SOX. This service provides detailed audit trails for document access and print activity, supporting legal and compliance requirements.
Benefits of Print Management for Small Businesses
Is print management right for your small business? Although these services require investment, they bring various benefits that make them more than worth it. Your organization can benefit from these solutions in the following ways:
1. Enhanced Productivity (allocation of resources)
Print management solutions from a third-party provider unlocks enhanced productivity for your team while your provider takes care of all of your print needs. This allows you to make better use of company time and allocate your resources in a way that allows you to focus on business goals, rather than spending unnecessary time on printing or maintenance.
While your print management crew tackles tasks like device troubleshooting, keeping firmware up to date, and supplying ink/toner when levels are low, your employees can focus on their roles while enjoying the perks of streamlined printing. This empowers your small business to put resources toward the most important parts of your operations while a dedicated team keeps print running smoothly.
2. Increased Security
Many people fail to realize that printers are just as important in their organization’s cybersecurity plan as other devices. An unsecured printer with unencrypted data can lead to vulnerabilities that cybercriminals may exploit, ultimately causing data breaches and major losses. Print management can ensure your small business’s multifunction printers have the necessary protections to prevent security issues.
A print management provider will deliver elevated security by implementing the best protections for your business’s needs. Features like secure print release, data encryption, and auditing trails can keep your small business secure in the face of evergrowing cyberthreats.
3. Convenient Scalability
Over time, small businesses’ needs change. Maybe your business grows, or maybe you need to scale back operations following the busy season. Whatever the circumstances, print management allows your organization to scale your print solutions easily without major overhauls or investments. Management services empower businesses of all sizes to conveniently scale their print infrastructure up or down depending on their shifting needs and priorities. While handling this independently would demand significant time, money, and resources, print management solutions make these shifts simple and stress-free for your business.
4. Expert Assistance
When questions or issues arise about your printer, print management ensures you can conveniently access the help you need without missing a beat. Working with a print management team ensures you can easily get assistance with troubleshooting, repairs, or questions relating to your printer’s function. This saves time that you would otherwise spend trying to solve the issue yourself or seeking repair services. Around-the-clock support keeps your small business running smoothly with minimal downtime.
5. Cost-Effectiveness
Small businesses have more limited budgets when compared to larger organizations, so every dollar spent counts even more. Although print management is an investment that needs to be budgeted for, this cost can save money long-term. Print management services allow your company’s print costs to be completely predictable from month to month, as your business will only pay for print usage instead of paying for supplies, repairs, and more separately. This all-inclusive option not only saves you time and money, but increases convenience and productivity.
Count on Print Management for Your Small Business’s Needs
For small businesses across various industries, print management offers valuable solutions that can optimize and streamline operations.
Searching for reliable print management services for your small business? Count on GoodSuite, Woodland Hills’ premier provider of critical business systems for over 25 years. Our team of professionals delivers high-quality, top-rated managed print, managed IT, cybersecurity, and more across the Los Angeles and surrounding areas. Request a free assessment online today or call us to speak with a team member.
