Managed Print Services: A Resurgence in the Modern Workplace

Managed Print Services (MPS) is back, this time with a vengeance. Dealers are whispering (and who am I not to believe them?) of achievements that soar past the pre-pandemic highs. I am truly amazed. I guess I shouldn't be. History does not repeat, but it does rhyme. Managed Print Services is not only back; some dealers report (and I believe them) reaching levels higher than before the onset of COVID-19.

Document Management: The New Frontier

The 'old-fashioned' Document Management/Workflow software systems are experiencing increased interest from the SMB sector. This movement shines a spotlight on newer providers poised to disrupt the Document Management Establishment. QuickBooks-level accounting, once considered a basic tool, is alive and well, fulfilling the accounting needs of many companies.

Reflecting on the Past

In the last week, I've revisited TheDeathOfTheCopier MPS articles from 2008. Surprisingly, the content is still relevant. Why? As with all things, there's a convergence building an environment perfect for a resurgence.

Work from Anywhere

Reduced IT staff with a renewed focus on increasing efficiencies have emerged. Technology, particularly print, is still perceived as important.

The AI Revolution

AI may not directly impact how MPS is sold or supported, yet it could revolutionize the entire selling process. This includes everything from awareness to needs assessment to delivery. Regardless, AI will influence how your prospects find you and how they conduct business, primarily through the ability to do more with fewer resources.

COVID-19's Lasting Impact

The pandemic not only emptied out big office buildings but also shifted our work life priorities. This shift exposed many areas for improvement and cost reduction in business processes.

Companies realized they didn't need as many resources to accomplish business goals. Headcount was no longer a strong measure of success. With economic headwinds, IT departments and teams were reduced globally. Support moved from local hardware and end-users to remote assets and access.

Hybrid and remote offices did reduce printing volumes, but the remaining output became a priority. Still, printers and copiers are low on the IT support priority list, leading firms to outsource the management of these devices.

Challenges in Managed Print Services

Managed Print Services face several challenges:

• DCAs: Are they trustworthy?
• Standardization: Should we use one OEM for the entire fleet?
• Locally connected devices: How can we manage what we can't see?
• Assessments: What's the best approach?
• Sales training: How do we effectively sell MPS?

The Evolution of Document Management

Document Management is confronting its own set of challenges:

• Cost: Is it too expensive?
• Time consumption: How to streamline the process?
• Complexity: How do we simplify needs analysis and implementation?
• Long Sales Cycle: How can this be reduced?
• Sales Training: What are the best practices for selling DM?

Artificial Intelligence: A Game-Changer?

While AI may not have a direct impact on traditional MPS sales or support methods, it is poised to transform the industry. The focus will be on doing more with less, in terms of both human and other resources.

The Road Ahead

The landscape of MPS has changed. More people are now knowledgeable about managing print services. Prospects are actively seeking MPS providers to reduce costs and automate processes, especially with smaller, internal IT departments. They are also much more informed and influential in the purchasing journey.

Returning to the Basics

In some ways, the traditional methods still apply: assessment, proposal, implementation, and support. I believe we've mastered these functions to a high level. However, there's a growing demand for these skills beyond printed documents, extending into other areas of asset management.