The Advantage of Managed Print Solutions

The digital age is very much here, but despite moves towards "paperless" offices, printing is still an everyday necessity in the majority of businesses. This has historically been an often overlooked, surprisingly costly, and admin- heavy aspect of running an office. Managed print solutions are arriving to reduce the time and expenses involved with office printing.

What is Pay As You Go Printing?

Also known as Print as a Service, or PaaS, the concept is simple. Much like a mobile phone contract, you pay just a set monthly fee and this includes the device and usage up to a certain defined amount. If going over that amount, again similar to a mobile phone contract, the contract includes the cost of this extra usage. In this instance it will be per page, with one price for colour prints and another for mono. If there is an option for not just a printer, but a multifunction device, then scanning should also be included in the contract (subject to a reasonable use policy to cover wear and tear on the device.)

Print as a Service contracts should cover the device, a defined number of prints per month, all parts, toner, and maintenance. Once the contract is ended, normally the device becomes your property.

Timesaving Benefits of PaaS

Once you have selected the most suitable device for your office. Your Print as a Service provider will configure, and deliver, and then install the new device, so it is all ready to go. Technology exists so that devices, once installed, can be remotely monitored. This monitoring software issues the supplier with alerts when toner is low, or parts need replacing. The supplier will then deliver these items to you. This means no stockpiling of toner, and no admin time being spent sourcing these replacements or dealing with the accounting side of things.

The monitoring software will also so flag up any potential issues. So, while there will usually be a helpline when issues do arise, many should be identified beforehand and dealt with proactively. Thus saving yet further administration time. Billing will generally be by direct debit, and the same monitoring software will also track print numbers. So again, no manual submitting of print click numbers.

Moneysaving Benefits of Managed Print Solutions

In addition to saving on people’s time, allowing the business to focus on its services or products, Print as a Service will save a company money. Targeted at small to medium enterprises and work groups, these managed print solutions negate the need for a large initial capital expenditure. Instead of paying outright a large sum for a printer, there is only a small initial set up fee and then a fixed monthly payment.

This ongoing fixed monthly payment, as mentioned above, includes parts and toner. Meaning costs are known and budgeting is simpler.

Future Proof Business Print Solutions

Having a print device on a contract means, again like a mobile phone, when the contract expires the device becomes yours. Alternatively, there will likely be the option to replace the printer with a newer device. So rather than having to keep running an aged and out of warranty device, you can refresh your infrastructure with new technology. As manufactures are constantly improving speeds, reliability, and functionality, this will allow your company to benefit from all of these.

Modern devices also reduce environmental impact. Printers are getting more energy efficient to run, and toner recycling methods and technologies are improving. With regards to the functions, the introduction of GDPR is a great example for this. This new legislation has meant devices have more security features. Upgrading your printer hardware means you can take advantage of such new features and technologies

This flexibly also applies to the contract. Initially you select one device and one print plan, but before the contract expires you can upgrade to a new device and a new plan as your business needs change.

Managed print solutions and Print as a Service are ideal for start-ups, tailored for SMEs simplifying office printing, saving time and money.

Argon Print Argon are a Managed Print Solutions company who have been providing print solutions for over 30 years.