Companies are questioning if their existing print arrangement will function post-pandemic as they implement their return-to-office strategies and many fully-remote workers shift back to their offices in some form. With hybrid work models increasingly considered the norm, firms must optimise their whole print environments more than ever.

Organizations must establish a print policy that focuses on their physical offices while also supporting hybrid and remote workers if they want to be sustainable.

Our managed print team at Bizcopier works with prospects and clients across all industries to optimise and manage their complete print environment. Our MPS programme is designed to suit in-office, hybrid, and remote situations, in addition to lowering printing and paper waste.

This article will describe what it means to optimise your print environment and outline the components of a comprehensive Managed Print Services (MPS) plan. Your company will realise why maintaining and improving your print environment is more important than ever at the end of this essay. And assist you in determining whether your present print configuration is appropriate for your organisation post-pandemic.

What does it Mean to Optimize Your Print Environment?

In a nutshell, improving your print environment entails deploying a whole print solution that lowers costs while enhancing productivity.

An MPS team will conduct the following steps to assist you optimise your print environment if done correctly:

Conduct a Print Assessment

A Print Assessment is an important first step in optimising your print environment. An assessment will assist you in understanding your present print environment and will provide you with information about your company’s print behaviour, volumes, costs, and usage. In addition, a print assessment can identify potential security concerns in your present print environment.

Some organisations offer free print assessments and do not require you to sign up for a managed print services subscription.

Following the evaluation, a thorough MPS programme should contain the following:

1) Control Costs
Many businesses are unaware of their true printing costs. Printing costs encompass more than just the equipment, consumables, and upkeep. Companies must also consider the cost of lost paper, IT resources, and equipment energy expenses. Companies can adopt a plan to control the true expenses of their print environment once these costs are identified. The strategy should include:

  • Make modest, predictable payments.
  • Predict future costs.
  • Automate consumables and supply refills.

2) Right-Size and Standardize
An examination will assist in identifying obsolete and unnecessary print devices that can be removed. These gadgets frequently require more maintenance and are less energy-efficient, resulting in higher overall costs. Furthermore, standardising on devices offers uniformity and ease of management for personnel working in the office and from home.

3) Remote Monitoring
Remote printer administration and monitoring is possible for all workplace printing equipment, including laser and inkjet printers, as well as multifunction printers (MFPs). It is critical for finding areas for optimization since it can predict when service and supplies are required, reducing downtime and freeing up important IT resources.

4) Security
Any business owner will tell you that security is the thing that keeps them awake at night. It is not only necessary to keep your business print equipment safe. As more employees use home printers, an MPS application may actively enable, maintain, and monitor security settings on all of the company’s printers to ensure data security and protection from possible hackers.

5) Print Optimization is Ongoing
Companies can identify Signs It’s Time to Optimize Their Printer Fleet, but they must also understand that this is a continual process that can change over time. Changes in your corporate environment will definitely continue, and new chances to improve staff productivity and cut expenses will always exist.

Why is Print Management and Optimization So Important Now?

Even though many businesses have moved essential services to the cloud and invested in virtual technology solutions, print equipment is not obsolete. Multifunction printers (MFPs) and multifunction devices (MFDs) will continue to be important.

Employees must print whether they work from the office, from home, or both. Furthermore, with this more complex makeup, simplifying document-related processes becomes even more important.

Companies should understand why optimising their corporate print environment is more important than ever, with an increased focus on lowering costs, increasing employee productivity, and boosting data security.

Bizcopier focuses on optimising your business’s complete print environment, document processing, and output. To explore how you may optimise your print infrastructure, schedule a meeting with one of our MPS Specialists now.

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