With MPS, your provider monitors your print environment in real-time, offering proactive management and customized support. By setting up tailored alerts and providing regular updates, they ensure your print operations remain smooth and cost-effective.
How MPS Can Support Your Nonprofit or Association:
1. Lower Printing Costs to Maximize Your Budget
Every dollar counts in a nonprofit or association, and print expenses often go unnoticed until they become a major cost burden. MPS providers conduct a detailed assessment of your current print setup, identifying inefficiencies and opportunities for savings.
For instance, if your nonprofit frequently prints donor thank-you letters, event invitations, or educational materials, an MPS provider can recommend cost-saving measures like duplex printing (printing on both sides of the paper) or redirecting high-volume jobs to more cost-efficient printers. By consolidating devices, implementing print policies (such as restricting unnecessary color printing), and negotiating lower per-page costs, an MPS provider helps stretch your budget further. Many providers also offer predictable monthly pricing, making it easier to allocate funds for essential programs and initiatives.
2. Free Up Staff and Volunteers by Reducing Printer Downtime
When printers malfunction, operations are disrupted, whether you’re preparing event materials, donor outreach letters, or grant applications. MPS providers offer proactive maintenance and remote monitoring, identifying and fixing issues before they impact your team.
Imagine preparing for a major fundraising gala and discovering at the last minute that your printer is out of toner. With automated supply management, MPS ensures toner and paper are replenished before they run out, preventing last-minute scrambles to restock. With printer management off your plate, your staff and volunteers can focus on the work that truly makes a difference.
3. Enhance Security for Sensitive Documents
Many nonprofits and associations handle sensitive donor information, financial records, and membership data. Unfortunately, printers can be an overlooked vulnerability in cybersecurity. An MPS provider performs security audits and implements safeguards such as encrypted data transmission, secure print release (where documents only print when the user is present), and controlled access to prevent unauthorized printing.
By keeping your print environment secure, you protect your organization’s reputation and ensure compliance with data protection standards.
4. Gain Visibility with Detailed Print Reporting
Understanding how your organization uses print resources can lead to smarter decisions. MPS providers offer in-depth reports that track print usage across departments, identifying patterns and areas for improvement. This data helps you:
- Reduce waste by enforcing print policies
- Optimize device placement for efficiency
- Better plan for future print needs based on actual usage trends
With actionable insights at your fingertips, you can implement cost-saving strategies without compromising productivity.
5. Scalable Solutions to Support Your Growth
Whether your nonprofit is expanding to new locations, increasing remote work capabilities, or hosting large-scale fundraising events, MPS provides scalable solutions that grow with you. MPS providers ensure consistency and control across multiple sites while allowing you to make adjustments as your needs evolve.
For example, if your association is hosting an annual conference with thousands of attendees, you may need additional printing capabilities temporarily. An MPS provider can adjust your service to accommodate high-volume printing for event programs, signage, and registration materials, ensuring a seamless experience for attendees.
Centralized print management and remote monitoring ensure that your team always has the resources they need, no matter where they’re working.
Is MPS Right for Your Nonprofit or Association?
If your organization has multiple printers, frequent downtime, or unpredictable printing costs, MPS could be the right solution for you. By streamlining print management, an MPS provider allows you to focus on what truly matters—advancing your mission and serving your community.
Contact us today to learn how Managed Print Services can help your nonprofit or association save money, enhance security, and improve efficiency.
