7 Questions That You Must Ask About A Print Management Solution
Over the years, businesses are becoming more dependent on technologies to manage everyday processes. Amongst these are print management, which refers to the coordination of the processes that are involved in the print function. The software market is proliferated by specialized print management solutions that streamline the printing processes to enhance efficiency, reduce costs, and improve the quality of services for customers and employees. However, before embracing such a solution for your business, you need to ensure that it is good enough. At the same time, you need to be confident about the reliability of the print management company. Here are some questions that you must ask before investing in their solution.
Is the solution they offer flexible enough?
Since every business setup is different, its requirements are likely to be unique. The first thing that you need to ask about the managed print solution is whether it is flexible enough to adapt to your business environment. You will need one that is capable of handling the complexity of your ecosystem, depending on factors such as the number of servers and sites that you have and whether you are a single-location or multi-location business.
Is it a tailored or one-size-fits-all solution?
Taking the concept of the unique requirements of your business further, you need to understand the significance of a custom solution. Be sure to check whether it is a tailored one or follow a one-size-fits-all approach. Only if the solution is customized to match your needs will it be able to yield the desired benefit and justify the investment that you make. Further, you may want a pay-as-you-go solution that keeps your budget in check. Also, avoid being tied down by a contract as you may want to opt for another provider at any point in time.
How secure is the solution?
Security is a critical concern for any business, particularly in the era when print-related data breaches are rampant. Breaches could happen in different ways; from unauthorized access to the documents stored in the network or the cloud or simply by the theft of information from the printer trays. Therefore, robust security is imperative while choosing a managed printing solution for your business. You can check https://www.xeretec.co.uk/what-we-do/software-service/secure/print-security to know more about the features to check in such solutions.
Does it have adequate reporting capabilities?
Print management is not a one-time task as there is a constant need to keep an eye on the environment and tweak the system to match the changes. For this reason, the solution should have dynamic reporting capabilities to monitor and analyze the usage in real-time. Such capabilities enhance the efficiency, accountability, and security of the entire ecosystem to a considerable extent. Therefore, you should verify that the solution you plan to invest in has robust reporting capabilities.
Is the solution easy to use?
Ideally, a print management system should be simple enough to offer ease of use to the end-users, namely your employees. Even people with minimal IT skills should be able to avail friction-free printing at any time, from anywhere and on any device. Further, it should allow access, routing, sharing and scanning of documents whether they are on-premises or working from a remote location. While ease of use is essential, the solution should be easy to configure and administer so that it does not have a negative impact on the productivity of your IT team at any cost.
Is it scalable enough to align with your growth?
Growth is imperative for any organization and any software solution that you buy should be scalable enough to align with your growth. Your managed print solution should abide by this rule because the print environment will definitely evolve with the expansion of your business. The addition of new employees, departments and offices will increase your needs and surely a scalable solution will be needed to handle these requirements.
How cost-effective can it be?
Another aspect that you must ensure for your managed print solution is cost-effectiveness. Ask for detailed information about the print usage and costs so that you can identify the scope for savings. A detailed breakdown of the usage patterns at granular levels by users, departments, devices, and offices is desirable to understand where you can save and how you can maximize the efficiency of the print ecosystem.
Asking these questions will give you a fair idea about the efficacy of the solution. At the same time, you should know the methodology of the provider well enough so that you can rely on their services and support completely.