You know the print department in your company isn’t just about printing paper or copying some documents when needed. There’s a lot more going on. Managing printers and copiers, monitoring their usage, troubleshooting issues, maintaining security, and ensuring compliance, to name a few operations. This is an ongoing assignment that organizations cannot evade.
Sure, it can be a headache to oversee all these tasks. Still, some companies love going DIY with their print management. It’s an approach where you handle all the above-mentioned print-related activities with the help of an in-house team. Then, there are businesses that take another route and ask third parties for managed print services. This is basically outsourcing all or some of the assignments that are related to your print department.
This blog will compare DIY and managed print services to give you an idea of which approach is best suited for your business.
A Brief Comparison b/w DIY and Managed Print Services
Going DIY with your print management may help save some money. When you are the one overseeing all the matters related to printing machines and work, you feel more in control. A managed print service, on the flip side, is more of a professional approach. We’re talking about smooth print operations without unexpected issues or malfunctions. No burden on your shoulders whatsoever. That said, both do come with some drawbacks and challenges.
Given below is a brief comparison between DIY and managed print services:
1. What is DIY Print Management?
It’s simply a print management strategy where an organization prefers managing all the print-related jobs without seeking help from third-party service providers. The businesses that go for this approach often have tools, software, and manpower for this purpose. In most cases, small companies that have only minimal printing needs opt for DIY print management.
It involves all the operations that currently go on in your printing department. You’ll be overseeing individuals who are using printing machines and their purposes of printing purposes. Device maintenance is a critical part to ensure that all the photocopiers and printers are functioning optimally. Then, there are essential security measures that you’ll be taking to make sure nothing gets out of hand.
2. Benefits of DIY Print Management
All that headache sure comes with some perks. DIY print management doesn’t necessarily mean that you’re just hitting your head against the wall. It can be a productive idea given that your internal team and resources are up to par. Meeting this requirement can turn do-it-yourself print management into a beneficial approach with the following advantages:
- Saving money
- Having full control
- Reducing waste
- Adapting to changing needs
- Controlling data security
Be reminded that these benefits are only possible if your internal team is skilled enough to supervise all the operations in your printing department.
3. Drawbacks of DIY Print Management
Here’s the most critical part about handling all the print jobs in your organization all by yourself. You see, it’s kind of tough and sensitive business. Even a seemingly minute mistake while managing printing operations can result in big losses. Here are some drawbacks of DIY print management that you must know:
- Lack of expertise
- Time consumption
- Learning curve
- Inconsistent print quality
- Limited scalability
- Potential security vulnerabilities
- Compliance issues
The bigger picture is that an inefficient job in this regard can really lead to significant financial, legal, and reputational damages. That’s why you must ensure your preparedness before going DIY with print management in your office.
4. What is Managed Print Service?
Say your business has high printing demands. This involves large print runs, like thousands or millions. You know, even with substantial resources, you might not be able to guarantee print efficiency with your in-house team. So, what you do is to contact experts who can take control of all or some of the print-related operations while guaranteeing productivity.
This is what we call a managed print service. An MPS is considered a comprehensive approach to managing your printing infrastructure. There’ll be experienced professionals with matchless technical skills to optimize your organization’s document output.
5. Benefits of Managed Print Services
When it comes to MPS, it’s a widely misunderstood service in terms of cost. People back away because they think the upfront cost might be too high for them. But if you look at aspects like optimized print settings, bulk purchasing of supplies, and waste reduction, it turns out to be more cost-effective. Other benefits include:
- Optimized print environment
- Increased efficiency and productivity
- Reduced IT workload
- Secure printing operations
- Compliance with regulations
- Customization and scalability
All because highly skilled professionals will be looking after your printing operations. You can reach out to experts at Xeratek to enjoy all the advantages of managed print service.
6. Drawbacks of Managed Print Services
The upfront cost might be the prime challenge for businesses when it comes to obtaining managed print services. But this is only a temporary thing, as in the long run, you’ll be saving more money when compared with a DIY approach. Smooth transition is another issue that may arise when you opt for this print management strategy.
There can also be some security issues with MPS. These happen only when you pick an immature or unprofessional service provider. Some organizations might take it as a loss of control over their printing operations, but you can always get a customized contract. This means you can decide what printing jobs you’re ready to delegate.
Which Approach Should You Choose?
Both DIY and managed print services have their own pros and cons. Comparing both reveals that MPS is a better strategy to adapt. It offers unique advantages that you might not be able to appreciate by using a DIY print management approach. Get in touch with a reliable service provider now to delegate your critical print operations to professionals.