Evaluating Your Business Equipment: Key Steps
1. Review Maintenance Contracts and Service Records
Start by listing all your office equipment and reviewing their maintenance contracts. Check the coverage period, as contracts may not align with the calendar year. Examine service records to identify machines that frequently need repairs, which can indicate inefficiencies and hidden costs.
2. Calculate Total Costs of Supplies
Consider the costs of paper, ink, and other consumables. Older equipment, especially printers prone to jams, may lead to significant waste. This not only increases costs but also consumes valuable staff time in resolving issues. Not to mention frustration!
3. Consider Upgrading to Multifunctional Equipment
If your office still relies on multiple standalone devices, such as separate fax machines, copiers, and printers, consolidating into a single multifunctional machine could be more cost-effective. Modern machines offer enhanced features and better reliability and can significantly boost productivity by simplifying document handling.
The Role of Managed Print Services (MPS)
What Are Managed Print Services?
MPS providers analyze your current print environment, including device usage, printing volume, supply needs, and security protocols. They then recommend and implement solutions that streamline operations, optimize workflows, and improve overall efficiency.
Benefits of Managed Print Services
- Save Employee Time: By outsourcing print management, employees can focus on their primary tasks rather than troubleshooting equipment issues.
- Lower Costs: MPS can reduce costs by optimizing the use of consumables and eliminating unnecessary equipment.
- Increase Productivity: With efficient print solutions in place, workflows improve, and downtime decreases.
- Enhance Security: MPS providers implement advanced security measures to protect sensitive data.
How MPS Drives Efficiency
Expertise in both equipment and document management allows MPS providers to recommend strategies that align with your business goals. They ensure your print environment is up-to-date, secure, and efficient, freeing your team to focus on core business activities.
Investing in modern office equipment and considering Managed Print Services can provide significant benefits, from cost savings to improved workflow efficiency. As technology evolves, staying updated with the latest advancements in print management is essential for maintaining a competitive edge. A proactive approach to evaluating and upgrading your business equipment can lead to long-term gains in both efficiency and productivity.
Request a free assessment of your print environment with the pros at HIG today!
