How do you use MPS to support remote and hybrid work models?

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The pandemic has changed the way many businesses operate, with remote and hybrid work models becoming more common and challenging. How can you ensure that your print environment is secure, efficient, and flexible enough to support your distributed workforce and your business goals? One solution is to use managed print services (MPS), a comprehensive approach to optimize your print infrastructure, reduce costs, and enhance productivity. Here are some ways you can use MPS to support remote and hybrid work models.

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Neil Young

Managed Print Services Specialist (PRINCE2) ●Xerox Global IT Services provider ●Sales Leader ●Sales Mentor ●Sustainable…
Christian Heckmann

Digital Rockstar - unf#ck your processes || Begeisterung im Bereich der Digitalisierung und Automatisierung || print…
Mark Goulding

Managed Print Director at Urban Network UK

1 Assess your print needs

The first step to use MPS effectively is to assess your current print needs and identify any gaps or inefficiencies. MPS providers can help you conduct a thorough print audit, which involves analyzing your print volume, usage patterns, device inventory, security risks, and environmental impact. Based on the audit results, you can design a print strategy that aligns with your business objectives and your remote and hybrid work models.

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Neil Young

Managed Print Services Specialist (PRINCE2) ●Xerox Global IT Services provider ●Sales Leader ●Sales Mentor ●Sustainable print management ● Edinburgh ●Glasgow ●London
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Conducting a print audit is a great way to identify requirements and indeed if a device is needed in that area. This also gives you granular detail into printing patterns and usages. This will create good discussion when looking at solutions. With Hybrid workers and remote workers this will also help when reviewing the secure print environment where users can print remotely knowing their information is secure. There is also designated printing for remote workers who can print to the office and have another user (ie an assistant) release print, using their own login credentials. This is one of the great features available through Xerox Workplace Cloud which I would recommend.

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Mark Goulding

Managed Print Director at Urban Network UK
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Always find it useful to run a print audit of the site for a couple of weeks to get trends of what prints and who uses the devices.

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Christian Heckmann

Digital Rockstar - unf#ck your processes || Begeisterung im Bereich der Digitalisierung und Automatisierung || print transformation || BREMER Jung
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Das ein Anbieter ein Audit der Druckerflotte anbietet ist l?nglich bekannt. Wichtig ist dies ebenfalls ab einer neuen Vertragsperiode oder einem Betriebsstart weiter zuführen. Eine ver?ndertes Benutzerverhalten (Print und Scan-Volumen) ist durch ?u?erliche Faktoren stets zu monitoren. So lassen sie zeitnahe Anpassungen frühzeitig einsteuern und sogar ge?nderte Arbeitsweisen sogar prozessual anpassen.

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Johan Peereboom

Chief Marketing Officer at OneXillium | Dé partner voor het veilig inrichten van digitale processen | Cybersecurity | Enterprise Information Management | Managed Print Services | building delight
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Include home devices in your assesment. Not only for printvolumes but also for security! You want to get control of these devices!

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2 Optimize your print fleet

The next step to use MPS is to optimize your print fleet, which means choosing the right devices, software, and solutions for your specific needs. MPS providers can help you select the best printers, scanners, copiers, and multifunction devices that offer the features, functions, and performance you require. They can also help you install, configure, and integrate your devices with your network, cloud, and applications. Additionally, they can help you manage your print supplies, maintenance, and support, ensuring that your devices are always ready and reliable.

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Mark Goulding

Managed Print Director at Urban Network UK
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Check which devices are needed or are just for ease, which is great for the user but maybe not so great for the company providing unneeded printers.

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Neil Young

Managed Print Services Specialist (PRINCE2) ●Xerox Global IT Services provider ●Sales Leader ●Sales Mentor ●Sustainable print management ● Edinburgh ●Glasgow ●London
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Fleet optimisation is a great way to ensure your fleet of printers optimise reliability, uptime and longevity in the contract period. The MPS provider will discuss areas within the business where this would be beneficial and would normally form part of your quarterly / six monthly review meeting with you provider. Automated software for consumable ordering and diagnostic analysis is also a great way to optimise your fleet.

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Christian Heckmann

Digital Rockstar - unf#ck your processes || Begeisterung im Bereich der Digitalisierung und Automatisierung || print transformation || BREMER Jung
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Der heutzutage wichtigste Punkt ist Security und damit die Vereinbarte Konfiguration der Flotte. Darauf aufsetzend muss ebenfalls das Monitoring sowie das Management dieser Settings / Firmware gegeben sein. Eine Cloud only Connectivit?t, ohne Gateway oder anderen Tools, sollte durch jede eingesetzte Hardware gegeben sein. Somit lassen sich alle weiteren Anforderungen ob Software oder Architektur bedingt bedienen.

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3 Secure your print data

One of the biggest challenges of remote and hybrid work models is ensuring the security of your print data. MPS providers can help you implement various security measures to protect your print environment from unauthorized access, data breaches, and cyberattacks. Some of these measures include encryption, authentication, authorization, auditing, and device wiping. MPS providers can also help you monitor your print activity, detect any anomalies, and respond to any incidents quickly and effectively.

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Johan Peereboom

Chief Marketing Officer at OneXillium | Dé partner voor het veilig inrichten van digitale processen | Cybersecurity | Enterprise Information Management | Managed Print Services | building delight
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Security of print and printdata is often overlooked. There are a few quick wins: - Implement a zero-trust-print policy - Implement printsecurity features - Implement printmanagement features - Manage security settings like patch and password management.

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Neil Young

Managed Print Services Specialist (PRINCE2) ●Xerox Global IT Services provider ●Sales Leader ●Sales Mentor ●Sustainable print management ● Edinburgh ●Glasgow ●London
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There are many secure print solutions available for both on premise servers or cloud based solutions. A few are typically, Kofax equitrac, Xerox Workplace suite, Xerox Workplace Cloud, Papercut and Uniflow. These all offer secure follow you printing and all have the latest security updates. Print release can be via PIN, biometric or ID card programmed with your login credentials.

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Christian Heckmann

Digital Rockstar - unf#ck your processes || Begeisterung im Bereich der Digitalisierung und Automatisierung || print transformation || BREMER Jung
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Auf folgenden Bereichen muss der Fokus gelegt werden: - Hardware Konfiguration: Nur ben?tigte Servives sowie Ports dürfen verwendet werden. BSI Security Vorgaben müssen Beachtung finden. - Druck und Scan Daten: müssen auf der Hardware verschlüsselt werden, mit Passwortschutz versehen werden oder durch ein Output oder Workflow Management System abgesichert werden - Kommunikationswege: alle Kommunikationswege müssen nach aktuellem Standard verschlüsselt werden - Software Applikationen: Verwendung aktueller Verschlüsselungsstandards. Darüber hinaus sollte ein Device sowie Software Monitoring verwendet werden um sofort Anomalien zu erkennen

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4 Enable mobile printing

Another challenge of remote and hybrid work models is enabling mobile printing, which means allowing your employees to print from any device, anywhere, and anytime. MPS providers can help you enable mobile printing by providing cloud-based print solutions that connect your print devices with your mobile devices, such as smartphones, tablets, and laptops. These solutions allow your employees to print securely and conveniently from any location, using any network, without compromising quality or efficiency.

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Neil Young

Managed Print Services Specialist (PRINCE2) ●Xerox Global IT Services provider ●Sales Leader ●Sales Mentor ●Sustainable print management ● Edinburgh ●Glasgow ●London
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Most MFPs nowadays enable mobile printing from iOS, Android and Windows devices. Xerox's offering will also enable you to mobile print into your secure managed print solution, requiring authenticated access.

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Christian Heckmann

Digital Rockstar - unf#ck your processes || Begeisterung im Bereich der Digitalisierung und Automatisierung || print transformation || BREMER Jung
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Verwendung der nativen mobile print Funktionen AirPrint sowie Mopria sind zu empfehlen. Beide erfüllen die Anforderungen des IPP Anywhere Prints und sind unter Berücksichtigung des MSFT Driver Protection Ansatzes zukunftssicher. Darüber hinaus bieten Hersteller wie Microsoft z.B. den Service Universal Print, Google die Programmierm?glichkeit von Extension an, wodurch eine schnelle und nahtlose Integration in jede Printumgebung schnellst m?glichst gegeben ist.

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5 Improve your print workflow

The final step to use MPS is to improve your print workflow, which means streamlining and automating your print-related processes and tasks. MPS providers can help you improve your print workflow by providing document management solutions that allow you to capture, store, access, share, and edit your documents digitally. These solutions can help you reduce paper waste, save time and space, enhance collaboration, and increase accuracy and compliance.

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Christian Heckmann

Digital Rockstar - unf#ck your processes || Begeisterung im Bereich der Digitalisierung und Automatisierung || print transformation || BREMER Jung
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Diese L?sungen werden Prim?r unter Berücksichtigung des Sicherheitsgedanken verwendet. Nur der Erzeuger kann auf sein Dokument zu greifen. Chancen bieten diese Systeme dadurch, da jeder "Druck" in einem digitalen Umfeld vorhanden ist und durch einen Prozess oder Workflow digital verarbeitet werden kann. Drucke k?nnen vor der Ausgabe, in einem Freigabe Prozess übergeben werden und erst nach Prüfung gedruckt werden. Im Security Umfeld werden Drucke mit einem bestimmten "Wort" nicht ausgegeben....... Es gibt unz?hlige Beispiele in denen es um das Prozess Design statt des Papier beschmutzen geht.

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Neil Young

Managed Print Services Specialist (PRINCE2) ●Xerox Global IT Services provider ●Sales Leader ●Sales Mentor ●Sustainable print management ● Edinburgh ●Glasgow ●London
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Robotic Process Automation solutions (RPAs) are a cost effective method of automating some of the higher volume, regular admin tasks. Departments such as accounts payable, HR, IT all utilise RPAs and are commonly implemented instead of hiring a member of staff for a particular admin task. I provide free demonstrations on how this would work via Teams so feel free to reach out.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you use MPS to support remote and hybrid work models?

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2

3

4

5

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1 Assess your print needs

2 Optimize your print fleet

3 Secure your print data

4 Enable mobile printing

5 Improve your print workflow

6 Here’s what else to consider

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