Managed Print Services (MPS): Guiding Principles
Sun Aug 13, 2017 | Genesis Technologies
While many offer some form of managed print services (MPS) – from hardware manufacturers like HP and Xerox to a handful of independent providers – few offer both nationwide service and unbiased hardware recommendations.
So how can you determine which MPS provider is the best fit for your organization?
We recommend that you choose an MPS partner whose guiding principles are the best match for your organization. Below are some of the most important MPS guiding principles based on our 26 years of experience.
MFP, Copier & Printer Usage
We believe that the following usage principles should be applied to multifunction printers (MFPs), copiers and single-function printers throughout your organization to achieve user needs while also eliminating the use of rogue printers:
- Walking Distance: users should not have to walk farther than 50 feet to their closest print device
- User-to-Device Ratios: one output device should be deployed for every 10 to 20 users, depending on requirements
- Target Volume: an optimal volume schedule should be established for each model based on its capacity
The following guiding principles will minimize the cost of toner, maintenance and overall administration (internally and externally):
- Models should be standardized
- Be connected to the network
- Be set to duplex by default
- Support proactive monitoring
- Support automated toner delivery
Single-function and MFPs should be balanced according to business requirements.
More specifically, organizations need to resist the temptation to maintain more single-function printers than are really needed, but also to prevent forcing employees to only use MFPs – the latter of which can increase the number of rogue printers used, thus perpetuating a costly cycle.
Considering how much additional cost is involved, access to color output should be controlled, managed and tracked.
Employees and departments needing color production should be allowed to do so but also need to be held accountable for their share of toner and maintenance costs, with these costs allocated accordingly.
All of the above can serve as the basis for your office equipment policy. However, with every rule are exceptions – just make sure they're approved by management at the P&L level or your policy will have no teeth.
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