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A Potential Benefit of MPS You May Not Realize
February 5, 2016
Here at Castle Ink, we have talked extensively about MPS and how it can deliver a better bottom line to your business. We have also talked about various technologies that have been developed and built into MPS engagements, making them more useful in 2016 than even just 3 to 5 years ago. In a recent guest blog posting for the Xerox Enterprise Matters, Justin Milligan of Xenith Document Systems provides his analysis of MPS as a means for one to get promoted.
According to Milligan, cost reductions associated with MPS are but one piece of the puzzle in the larger picture that can demonstrate your skills in this arena. He notes that those seen as the rising stars of an organization are those that have a positive impact on the bottom line including meeting business objectives while at the same time resolving mission-critical problems that help organizations run more efficiently and effectively.
While the paperless office is still several years down the road, if it ever comes to fruition, Milligan acknowledges that greater acceptance is starting to take hold. He points to data from the most recent Quocirca Managed Print Services Landscape that showed almost three-quarters (72%) of senior IT managers reported that they had some paper-free processes in place already, and that future processes would be transitioned that way down the line. The report also showed that when companies work with an MPS provider, their confidence in transitioning to a more digital office increases.
By partnering with a solid MPS provider, you will be able to demonstrate in a tangible way to higher-ups ways your company can save time, reduce costs, and lessen the environmental impact your company has among others things. A good MPS provider will be able to clearly assess current infrastructure and deliver a solution taking into account the overall goals as outlined by a company.
Transitioning to a more digital business in today’s information economy has several key advantages for companies and individuals. For instance, when working together on a document or report, providing multiple users with digital access ensures that they can see a document from virtually wherever they are working. Safeguards such as version control also allow collaboration with confidence and work to happen more efficiently.
Further, Milligan says, digitization can reduce the likelihood of errors that can plague paper-based workflows as well as elimination of duplication. By choosing to go with an MPS solution, users and their companies are able to conduct a thorough analysis of current practices and learn how a partnership can benefit their organization. While a digital shift may be hard for those less technologically-savvy employees, MPS solutions can be implemented over time, lessening the immediate impact felt.
One factor that the Quocirca survey data showed that helped with the transition was the integration of multifunction devices into print infrastructures. Additionally, those that partnered with an MPS provider were shown to be 19% more likely to be confident about moving from paper to digital.
Another key factor identified by senior IT leaders in the Quocirca in regards to opting for an MPS engagement was security with 75% listing it as an important driver. Keeping data secure and building in reliable safeguards is of paramount importance. MPS providers can help businesses look more deeply at their security infrastructure and make recommendations to correct any shortfalls if any are discovered.
Businesses today increasingly want to become more sensitive to how their practices impact the environment. Cutting paper use is certainly one advantage of opting for MPS, and digitization can help companies reduce waste and realize cost savings as well as ensure they are meeting environmental management standards. Demonstrating to the outside world you?re your company cares about their larger global role is also a concern with money invested in corporate social responsibility, a.k.a. CSR. An MPS provider worth your investment should also be able to clearly articulate how current practices are impacting the environment including provided numerical data showing the number of trees, liters of water, and kilograms of carbon dioxide are being consumed and how the data would change with an MPS engagement.
A universal concern of all company directors are ways in which businesses can reduce costs. By working with an MPS provider, Milligan believes that companies can cut costs, procedures in place to lessen the amount being printed, streamline both print and document management, and lastly reallocate the resources now available to other parts of the business.
As a Facilities Manager, Milligan says, one must not only keep things going smoothly, but also develop ways to change and improve. MPS providers, if they are good partners, will not only design and help you implement a solution, but they will continue to monitor usage and report back with data they have aggregated from the machines and solutions that were put in place as part of the engagement. When necessary, they will also provide more suggestions, which can then be taken to executives for consideration and will not automatically require any additional funding.
Milligan concludes his analysis with four key takeaways:
While this is a lot of information to digest, taking Milligan’s analysis to heart and looking forward with your business can result in positive growth both for yourselves and your businesses.