Workflow is a combination of tools and tasks a person or organization takes to complete a specific process. This generalized definition can be applied to any aspect of business, including printing, the topic of this blog.
Print technology is often used within a workflow; for example, a marketing department uses their in house printer to produce content for a mailing. Having the right print technology can make this even easier, for example, by providing the capability to print addresses directly on envelopes, eliminating the need for hand applying addressed labels.
Multifunction devices provide capabilities to enhance workflows that are common in your day to day business operations. Managed print services, in addition to supporting the operation of the devices, will assess your organization’s workflow, ensuring you have the proper equipment in place to optimize productivity in your office.
Implementing an Effective Managed Print Services Program
With a Managed Print Services program you will learn what equipment is necessary for effective workflow in your organization. In many situations where Managed Print Services is implemented this will be a combination of scanners, printers and multifunction devices.
Under a Managed Print Services agreement you will receive routine maintenance and support from your provider that guarantees workflow efficiency. For example, multifunction printers can be monitored by your print provider, through software installed on the machine allowing for detection of issues often before anyone in your office realizes they exist.
After assessing your organization’s workflow, your print provider will identify which equipment and processes your office requires to function more efficiently. For example, a recent organization that implemented Managed Print Services received one large multifunction device for general printing needs, a high quality scanner for storing digital documents and a small desktop printer for department use.
Managed Print Services Improves Workflow Productivity
An effective Managed Print Services program will improve every day processes and make your life easier. This is accomplished through proper placement of equipment and the installation of device monitoring software. Proper equipment placement is something that can be done to improve workflow quickly. Monitoring software, on the other hand, is something that will provide improvements over time as data is collected and analyzed.
Placement of print technology is based on employee-to-device ratios, office layout and user print requirements. Because of their experience, working with your print provider to determine proper equipment and placement for optimized productivity can be beneficial. Read our blog, How to Develop a Strategy for Placing Office Machines, for additional equipment placement guidelines.
Multiple software applications are available that will help your organization streamline operations, reduce overhead costs and minimize supply waste. Check out the 3 Print Management Software Programs to Help You Cut Costs blog to learn more about the applications available and how they have been successful in real organizations.
A Closer Look: Managed Print Services in Action
Let’s look more closely at the recommendations made in Implementing an Effective Managed Print Services Program section of this blog. Most importantly, this organization required a centrally located multifunction device that could handle high volume projects as well as single documents for about 10 team members. Additionally, the multifunction printer provided them with finishing options, such as stapling, sorting, hole-punching, folding and more, which eliminated employee time required to produce these tasks manually.
Their creative team’s need for high quality digital storage of documents and images was more than could be provided by the multifunction device’s scanning capability. A recommendation was made for a desktop scanner that was conveniently placed for those who use it most frequently.
Finally, their accounting department’s print needs were infrequent and in small volumes. In addition, the multifunction printer wasn’t conveniently located for this department. A smaller desktop printer was recommended to eliminate the need to walk a long distance to retrieve their documents.
Take a closer look at your workflow with a print provider by requesting a free technology assessment and see if Managed Print Services could benefit your organization.