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Managed print services lowers SME costs

Today the printing environment has become increasingly complex for the SME community. Managed Print Services (MPS) and document management practices have emerged as a key solution for the SME community which helps them across diverse verticals to focus on their core business.

W ith the changing priorities forced upon many in the SME community by the financial downturn, it has become apparent that those who have not invested in solutions, and in particular their printing infrastructure along with document management, will have paid a heavy price.

Today the small and medium sized enterprises are savvy and they have to be. While these enterprises may be more ambitious and determined than before, they are still operating with restrictions of cash flow, available capital and human resources and are constantly seeking ‘smarter’ ways to add value to their business efficiency and overall productivity.

In recent years, Managed Print Services (MPS) and document management practices have emerged as a key solution for the SME community. These services are  currently at the tipping point of evolving beyond the core service of device consolidation, and are steadily moving towards  ‘smart’, value-added business efficiencies within paper-dependent processes. Consistently recognized as a proven approach for reducing costs, improving work flow and productivity, MPS helps small and medium sized enterprises across diverse verticals to focus on their core business.

According to Gartner, most organisations could cut their printing costs by 30-10 percent. The potential for savings is huge.

When to consider an intervention?
Today the printing environment has become increasingly complex for the SME community. A recent study conducted by CoreData with 1,000 SMEs found printing issues were among the top office frustrations. About 37 percent said that they regularly waste time on printer-related issues and over 50 percent said they spend more than half an hour a week resolving these issues.

Lowered productivity for organizations is just one unhealthy side effect of a mismanaged office print environment. In fact, industry estimates also suggest that many small and medium size businesses spend between one and six percent of their annual revenues on printing. According to Gartner, most organizations could cut their printing costs by 10-30 percent. The potential for savings is huge. Most SMEs, however, are not aware of how much they spend on printing. It is often categorized as an unknown cost yet it can be a hugely significant one.

They often reckon that the tools needed to manage the range of printing devices and ensure high performance, smoother work flow and security required for seamless functioning of the business require specialist IT skills.

This is where they need to be informed about MPS and how a solid and ‘smart’ approach to  MPS can help companies to shift their focus from cost to value and help increase employee productivity and make businesses run more effectively.

Use MPS to unlock your company’s potential
MPS is no longer the domain of large enterprises or corporations; it is being increasingly advocated and implemented by smaller and medium sized businesses in the Middle East region.

For small and medium sized businesses, one of the main reasons cited for the adoption of MPS is that many of the mundane but critical print management tasks are taken care of by a service provider (third party). This, in turn, enables their staff to focus on the core business.

The long-term benefits of MPS implementation are far-reaching for most SMEs. These businesses can typically cut down costs as this approach offers visibility into their printing process, enabling the organization to monitor the overall number of prints and revealing where volumes are high, while making necessary adjustments as and when required. This service also allows SMEs to plan their expenditure more effectively. SMEs can drive up productivity levels and benefit from access to the latest print technologies, which will not only reduce their carbon footprint, but also contribute to a more secure print environment and above all, save money for the organization.

What’s ‘Next’?
Implementing MPS solutions in small and medium sized enterprises is by no means the end; it is just the beginning of a journey for these enterprises to improve their overall productivity and revenue.

Currently the trend is moving towards a digitalised, less paper environment among the SMEs. Now, more than ever, workflow automation is a necessity for SMEs, especially while dealing with continuous document workflows within/between departments, document life cycle and storage management, partial or full processing of paper forms etc. Industry leaders have already started offering the Next Generation MPS Strategy that can further enable the SME community to improve their businesses processes and be more successful.

The long-term vision for the SME community in the Middle East should be moving towards a completely digitalised environment in the coming years. To sum up, this strategy is all about working smarter, helping the SME community connect with their clients better and bridging the digital and paper universes to help them better understand, protect and use information more intelligently.Simon-Hoewls-Robust-Rak

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