For many business executives, office printing and document workflows are a necessary but unexciting part of daily operations.  However, inefficient printing practices can be a hidden drag on your organization's overall efficiency. Even if leadership suspects there might be high costs associated with printing, both in terms of supplies and staff time, it can be challenging to quantify the actual impact. The potential for improvement is often significantly underestimated.

This is where Managed Print Services (MPS) come in; MPS providers offer a comprehensive approach to assessing, optimizing, and managing your entire printing environment. They go beyond simply supplying toner and fixing paper jams.  

With MPS, you gain a partner who can help you:

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• - Boost user productivity: No more wasted time waiting for printers or dealing with malfunctions. MPS offers a smooth printing experience, keeping your employees productive.
• - Slash costs: MPS providers can identify waste areas and streamline your printing processes, leading to potential cost savings on toner, paper, and energy consumption.
• - Free up IT resources: Your IT team will no longer be bogged down troubleshooting printer issues. MPS providers handle maintenance and support, allowing your IT staff to focus on more strategic initiatives.
• - Enhance document security: MPS solutions offer features like secure printing and document encryption to safeguard sensitive information.
• - Simplify vendor management: Consolidate your printing needs with a single provider, streamlining procurement and reducing administrative headaches.
• - Standardize your fleet: A standardized printer fleet simplifies maintenance and reduces compatibility issues.
• - Promote a greener office: MPS providers can help you implement paperless workflows and promote sustainable practices like duplex printing and toner recycling. With MPS, you can move toward eco-friendly printing options. 

What are Managed Print Services (MPS)?

MPS is a service offered by a provider that essentially takes care of everything related to office printing. They assess your printing needs, recommend the right equipment, optimize your printing processes, and handle ongoing maintenance and toner refills. You can think of it as an all-you-can-eat buffet for printing, focusing on efficiency and cost savings. 

Simply put, Managed Print Services are like having an all-in-one expert handle your office printing, saving you time, money, and headaches.

The Core of MPS

Managed Print Services (MPS) offer robust solutions to optimize your printing environment. Not all service providers are the same but here’s what MPS generally include:

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• - Initial Print Assessment: This in-depth analysis identifies your current printer setup, usage patterns, and potential areas for waste reduction.
• - Strategic Alignment: Through open discussions, MPS providers tailor your print strategy to support your long-term business goals seamlessly.
• - Print Analytics: Gain ongoing insights into your printing habits with detailed reports, empowering you to make data-driven decisions.
• - Waste Reduction Strategies: Receive recommendations on tools and policies that minimize unnecessary printing and optimize paper usage.
• - Essential Security Measures: Enhance workplace security with suggested tools and policies that safeguard sensitive information.
• - Automated Supply Management: You won't run out of toner again! MPS providers handle monitoring and automatic supply ordering, providing a smooth operation.
• - Help Desk and Training: Get dedicated support through a help desk for troubleshooting and comprehensive employee training on best practices.
• - Comprehensive Maintenance: Receive ongoing repairs, troubleshooting, and preventive maintenance to keep your printers running flawlessly.

Enhanced Security Options with MPS

While not every organization requires additional security measures, it's crucial to consider your industry and compliance needs. Lax printing security can create vulnerabilities for hackers, potentially compromising sensitive data. To address these concerns, some MPS providers offer advanced security services, such as:

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• - Dedicated Print Security Team: Access a specialized team of experts focused solely on safeguarding your printing environment.
• - Unique Client Passwords: Provide robust security with unique passwords set up upon installation for each client.
• - Data Overwrite and Clearing: Protect sensitive information through multi-pass data overwriting of hard drives and NVRAM clearing.
• - Print Security Assessment: Gain a complimentary evaluation of your current security posture, identifying potential areas of improvement.
• - SOC Type 2 Reports: Benefit from detailed reports verifying the provider's adherence to rigorous security standards.
• - Auxiliary Uplift Services: Depending on your specific requirements, additional security services can be tailored to your needs.

Should You Invest in Managed Print Services?

While implementing cost-saving measures like duplex printing and toner-efficient fonts can help reduce printing expenses, Managed Print Services (MPS) offers a more comprehensive solution that can benefit your organization in several other ways. Here are some signs that you may need MPS:

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• - Frustration Central: Is your printing environment a constant source of headaches? Paper jams, toner shortages, and unreliable printers can significantly disrupt workflows.
• - Maintenance Gap: Are your printers neglected and operating well past their prime? Regular maintenance is crucial for optimal performance and longevity.
• - Cost in the Dark: Do you struggle to track printing expenses? MPS provides clear, detailed analytics to help you understand your printing habits and identify areas for savings.
• - Supply Shenanigans: Do you find employees ordering the wrong toner cartridges or experiencing stockouts? MPS provides automatic ordering and delivery of the correct supplies.
• - Wasted Paper Woes: Does your office resemble a mini-forest, with unclaimed printouts and overflowing recycling bins? MPS can help reduce unnecessary printing through user quotas and secure printing features.
• - Unreliable Equipment: Are frequent printer breakdowns impacting productivity? MPS offers proactive maintenance and repairs to keep your printers running smoothly.
• - Unpredictable Budget: Would you prefer a predictable monthly expense for printing instead of fluctuating costs and potential budget overruns? MPS provides a fixed cost structure for worry-free budgeting.
• - IT Overload: Do printer-related issues bog down your IT department? MPS frees up your IT staff to focus on more strategic initiatives.

How to Choose an MPS Provider

When choosing an MPS provider, consider the following factors: experience and reputation, offered services, pricing structure, security features, and scalability. By partnering with a reputable MPS provider such as Exela, you can take the hassle out of office printing and focus on what matters most – running your business.

MPS is a good option for businesses of all sizes, especially those that:

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• 1. Have a large number of printers
• 2. Print a high volume of documents
• 3. Want to reduce printing costs
• 4. Want to improve printing efficiency and security
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The Happiness Factor

When implemented effectively, MPS benefits everyone. IT departments experience reduced stress and improved security. Office staff enjoy fewer printing disruptions and a more streamlined workflow. Management appreciates the cost savings that offset the investment in MPS. In short, a well-designed MPS program can create a win-win situation for your entire organization.

Managed Print Services with Exela 

If you're interested in learning more about MPS and how it can benefit your business, contact us. We can assess your printing needs and develop a customized solution to meet your specific requirements.

In today's corporate landscape, corporate social responsibility (CSR) isn't just a buzzword—it's a mandate. Modern businesses are being held accountable for their actions, especially regarding their environmental footprint. They're challenged to harmonize their operational objectives with sustainable practices, showing they care about more than just profits. 

MPS, or Managed Print Services, emerges as a beacon in this context, proving that eco-consciousness and efficiency can coexist. When considering eco-friendly printing solutions, MPS stands out as a frontrunner, bridging the gap between CSR goals and operational efficiency.

How Can MPS Help with Eco-Friendly Printing? 

You might assume that traditional practices, like printing on paper, have dwindled to obscurity. Surprisingly, that's far from the truth. According to Statista, global paper and paperboard consumption is expected to grow from 417 million tons in 2021 to 476 million tons by 2032. Even as businesses make significant leaps towards digitization, the hum of printers remains a common backdrop in offices worldwide and even in home offices in this work-from-home era. Whether it's for tangible record-keeping, ease of reading, or the necessity of physical documentation, paper printing continues to hold its ground in the digital age. 

However, with this sustained demand comes an increased responsibility for businesses to ensure their printing practices align with eco-friendly and sustainable measures. Enter Managed Print Services (MPS) — a solution that harmoniously integrates efficiency with environmental consciousness.

Reducing Waste

One of the primary environmental challenges with traditional printing setups is waste. Unused print jobs, misprints, and redundant devices all contribute to unnecessary paper and energy wastage. By implementing eco-friendly printing strategies, MPS optimizes your printing fleet, ensuring devices are utilized efficiently, thus cutting down on waste.

Energy-Efficient Devices

At the heart of corporate social responsibility is the use of sustainable technologies. A pivotal feature of MPS is the assessment and updating of a company’s printer fleet. This often leads to the recommendation of newer, more energy-efficient models that not only align with CSR objectives but also save costs in the long run. Some of these models include a variety of new print driver features that provide alternatives to reduce paper waste, including secure/pull printing and print-to-email options.

Supply Chain Sustainability

Eco-friendly printing is not just about the printers; it's about the supplies too. MPS providers prioritize the environmental impact of toners, cartridges, and paper. Many offer recycling programs for used consumables, and some even provide sustainably sourced paper or toner cartridges crafted from recycled materials.

Digital-First Approach

MPS solutions emphasize a digital-first mindset, advocating for the digitization of documents to reduce paper consumption. This approach promotes less printing overall, aligning perfectly with a company's corporate social responsibility goals to conserve resources.

Print Behavior Analysis

With insights into print behavior, MPS providers can shine a light on areas where printing can be curtailed or made more sustainable. Through this analysis, businesses can also train employees to adopt eco-friendly printing habits, such as double-sided printing or using 'draft' mode for unofficial documents, which consumes less toner and ink.

Device Lifecycle Management

Part of a robust CSR strategy is ensuring that old or redundant devices don’t end up as harmful e-waste. MPS providers often refurbish and repurpose these devices. If disposal becomes necessary, they make sure it aligns with eco-friendly standards and guidelines.

Exela's Commitment to Superior Managed Print Services

While paper printing remains an integral part of modern business processes, Exela recognizes the dual necessity for operational efficiency and sustainability. Offering a robust suite of Managed Print Services, Exela not only ensures streamlined printing operations but also champions eco-friendly practices tailored for forward-thinking enterprises.

Exela’s distinction lies in our commitment to both the environment and operational excellence. Our dedicated Printing Solution Architects assess your current device infrastructure and present an optimized print service proposal. Being hardware-agnostic, Exela's flexible solution works to optimize your hardware. This isn't merely a theoretical model; it's a solution crafted from rigorous data obtained during our meticulous site evaluations, analyzing existing page volumes and cost metrics. Our solutions not only bolster efficiency but also promote sustainable practices, such as reduced paper waste and energy-efficient device utilization.

Our ethos revolves around informed decision-making. Exela’s connected dashboard furnishes you with comprehensive insights into your printing world, from activity trends to repair histories, ensuring informed, eco-responsible decisions. And our automation capabilities promote proactive management. By constantly monitoring all networked print devices, we ensure resource conservation, timely alerts for potential issues, and minimal disruptions.

Security and sustainability are two sides of the same coin in the digital realm. Exela fortifies your print operations with robust access controls, authenticated secure releases, and more, ensuring data protection. Furthermore, our commitment to the environment shines through in our secure equipment disposal services. By providing device-level data sanitization, we ensure your information's confidentiality while also adhering to eco-friendly disposal practices.

Taking the Green Step Forward

The merger of corporate social responsibility and operational efficiency is not just possible—it's imperative. Exela’s MPS not only streamlines print environments but also resonates deeply with the ethos of a green, sustainable future. If your business aims to embed CSR in its core strategies while ensuring operational efficacy, MPS is undoubtedly the way forward.

When you choose Exela, you're not just choosing a service; you're opting for a future-proof, eco-conscious, and secure printing solution tailored for tomorrow's business needs. Learn more about our Managed Print Services or contact us today to discover how we can help you with your printing needs.

For decades, businesses with multiple locations faced the challenge of finding better ways to connect their offices so that processes run seamlessly. Smart office technology plays a large role in this seamless connectivity. Once the pandemic hit and ushered in lockdown protocols, the need for connection between multiple locations increased since many employees were now working from home.

Today, we've seen the benefits of working from home and many businesses are choosing to be entirely remote or work on a hybrid system. Given that remote work is here to stay, it's time to take a close look at what smart office technology can do today to connect multiple locations.

Streamlining Multi-Location Systems

Organizations with multi-locations may struggle with a lack of standard operating procedures (SOPs) between locations. Before any smart technology is implemented, it's a good idea to create SOPs all locations can follow. This way, locations can work seamlessly, both independently and together, if any employees need to collaborate. 

SOPs will be necessary for smart technology that's put into place as well. This way, leaders can confirm that employees are using the technology effectively and appropriately. Another benefit of SOPs is that they are useful when training new hires. 

The industry the business is in, the size of the business, and the budget will determine what technology to implement first. Businesses also need to consider what areas of the company they would like to focus on. There are a lot of factors that come into play when implementing smart office technology. Before you begin your research, investigate any issues that result from a disconnection between locations.

Connecting with Smart Office Technology

Once smart office technology is put into place, companies can experience continuity across the business regardless of location, providing consistency for both employees and customers. With smart office technology, workflows can be more easily streamlined and optimized, resulting in increased productivity. 

Here are a few examples of smart office technology you can implement into your business:

Cloud-Based Technology

Many businesses have implemented cloud-based technology, whether it's through Google Drive, a cloud-based telephone system, or an e-signature platform like Exela’s DrySign. 85% of enterprise businesses are expected to adopt a cloud-first approach by 2025. With many cloud-based options being extremely cost-effective, it's no surprise that cloud technology is rapidly being executed in businesses.

Cloud-based technology is becoming a must-have in business due to its many applications and the fact that it allows for easy collaboration and sharing. Global companies now have the ability to share documents, standard procedures, and corporate information across the world with their employees.

Virtual Private Network (VPN)

Working effectively in different locations can be challenging when each location has its own network. This is where virtual private networks, or VPNs, come into play. VPNs create a secure and private network for employees to easily share data. On top of that, VPNs transfer information quickly and are cost-effective.

Shipping and Receiving Services

Another great way for business locations to connect is through smart office technology that streamlines the shipping and receiving service. Confusion can occur with shipments when there are multiple buildings that require mail and package delivery, creating headaches for business leaders and employees. With solutions like ExelaShip and ExelaTrack, companies have access to real-time status information about packages being delivered, packages that were received, and packages that are being shipped. With ExelaTrack, once a package is received, it can be tracked until it gets to the recipient, reducing lost packages inside the office.

Another great feature of ExelaTrack is the ability to track inventory between locations. If you find that one location is out of stock of a product but the other location has plenty, companies can then consolidate between the locations rather than purchasing new and possibly unnecessary inventory.

Connecting the Virtual with the Onsite

Some businesses may find that their onsite locations are streamlined well, but workflows falter with offsite employees. For example, companies may be struggling to determine how to deliver mail to remote or hybrid employees, transfer important physical documents, or exchange items with coworkers. With many businesses looking for solutions to promote remote working, it's important to determine how remote workers can have easy access to their mail and other deliverables.

There are two technologies that can help with this particular problem: smart lockers and a digital mailroom.

Smart Lockers

A smart locker solution like Exela’s Intelligent Lockers allows workers to easily receive packages, store their belongings, and exchange important documents and items. This solution is especially great for any office that employs a hoteling system or for offices that have hybrid workers. Smart lockers provide a clear and easy way for employees to access items they need when they're able to come into the office.

Digital Mailroom

Exela’s Digital Mailroom solution digitizes all incoming mail and other documents, uploading them to a cloud and making sure the correct recipient receives them. Handling employees' mail, especially that of remote workers, can be extremely challenging; this is where smart office technology really steps in. A digital mailroom will not only help remote workers but also onsite workers as coworkers can easily share mail and collaborate on documents digitally with other coworkers.

Conclusion

There are many smart office technologies that exist to help businesses connect multiple locations and to connect virtual and onsite working environments. We no longer live in a world where we need to mail every important piece of document from one location to another. If you're finding it difficult to determine the right technology for your business, contact us at Exela and we'll be happy to help your business with its digital transformation strategy.