The New Era of Managed Print: 3 Things You Need To Know
We know companies in every industry and across every sector are turning to manage print services in order to cut costs and boost efficiencies, but do you know why? Are you aware that now, more than ever, is the time to make sure your business has a proper and secure managed print solution in place? In today’s business world, where GDPR has exploded in to every office and security attacks seem to be lurking behind every corner, your print estate can be what you rely on to prioritize and control information; and in this digital age, your company’s information is your greatest asset.
Managed print has transformed itself over the last few years. It has moprhed from being a basic functional feature of every office into a key staple that every decision maker needs to have in their minds as businesses continue to transition in a modern digitial economy. If you have a print solution, you need to ask is it providing for your business in the way you need it to. If you have no solution in place, you need to start thinking of one immediately, so you don’t get caught out by GDPR or an unexpected breach. Whatever your current stance, these three key features are what you need to know so as to understand fully why the modern and business focused managed print solution needs to be introduced in to your company:
You will use less paper
I am sure at some stage you have laughed about the idea of the “paperless office” coming in to existence, even in our industry we have done the same. This concept may not be easy to accomplish, but be aware, the idea of paper being your go-to in order to run workflows to run efficiently and smoothly is long gone.
Although a print solution may sound like a paper-heavy solution, the opposite is true. A Managed Print Service will help you find new ways to keep data moving through your organisation seamlessly, particularly through digital pipelines, reducing the need for paper and preventing your office from drowning in unnecessary tidal waves of documents that can instead be kept in a secure and centralised location.
You will use less infrastructure
You need to strategically think about your current office print environment and the role it plays in your business. Is it still the traditional set up of one small printer and a large photocopier? Or have you transitioned to a multi-functional platform? A multi-functional platform (MFP) will maximize your investment in ensuring that your business is taking advantage of the new secure features readily available to you.
A revamp of your print environment means doing more with less physical infrastructure and more outcome focused technology. The right MFP will have digital features that fit perfectly with updated workflows, allowing more productivity, easier document archive and retrieval, and faster and easier processes that also help with end user satisfaction. When you consider the volume of information and physical documents that your business would usually deal with in a day, it seems simple to adopt this solution to make productivity faster and down time a lot less frequent.
You will need to adopt new processes
A paper document may require manual intervention for several reasons before the information contained can be incorporated into a workflow. Most commonly, data from fields in a form will need to be entered into a database where it’s accessible to systems of record and becomes a digital fillable form. Less structured documents, such as correspondence or contracts, need to be scanned and digitized so they're searchable. To make this an easier task, the next generation of managed print now consists of MFP’s with embedded processing power and software to automate this, along with document management applications designed to integrate with enterprise workflow systems and core applications.
The print industry is an interesting paradox. Most CIO’s don’t get excited about managing “print projects” or taking over management of copier devices. However, they also know that when printers don’t work, when copiers jam, or when users aren’t satisfied with the imaging environment, it can hamper the organisation’s productivity. It results in IT support center calls and can often escalate to significant internal customer satisfaction issues, not to mention the potential costs involved. Adopting a new print approach and processes eases the worry of valuable time being lost by you and your staff.
So, by utilising a true Managed Print solution, suddenly that MFP in the corner is not just responsible for output, it is now also responsible for input, for document manipulation, for data security and for end user process simplification and satisfaction – providing you with a new updated process all in one.
Over the years, we have seen that a Manage Print Service has journeyed from encompassing one or two necessary office devices, to being considered a dying trade, to now being re-born as an office staple that every decision maker needs to place emphasis on in order to regulate their workflows and keep their document circulation and storage secure.
Ask yourself, how many of your employees are spending their time managing, collecting, sharing, retrieving and storing information? If your information is trapped in paper form or bogged down in outdated workflows, then you know you’re losing time and money. You may not even be aware of this kind of information bottleneck - you may never have considered if there was a better way. But, it could mean that you lose out to competition due to lack of focus on true core business efficiencies.
More worryingly, too many companies have already been caught out by security or GDPR breaches through their print estate, leaving them lagging behind in a financial and productive sense. Save your company the hassle of worrying if you’re next on the list of attacks – equip yourself with the right tools and infrastructure that will stay constantly alert and secure in the background, while you focus on driving your business forward in this new age of digital opportunity and innovation.