What is Print Management

September 14, 2021

5 min read

What is Print Management?

Despite many business operations evolving to a more tech-based platform, printing has withstood the test of time. And it’s not going anywhere anytime soon. Print remains an essential business expenditure—from print ads and flyers to magazines and everything in between. 

Plus, how often does a digital copy of a document just not cut it? Whether you’re red-penning a contract or giving your eyes a break from the constant digital scrolling, the printer makes office life more effective.

That said, printing hardware isn’t the only consideration. 

You also have to consider print management.


What Are Managed Print Services?

For anyone who has dealt with the dreaded “toner error” message or printed pages with half of the words missing due to “low ink,” you know how print management is equally important. That said, print management goes well beyond simple monitoring and maintenance.

So, what is a print management solution, what are the benefits of managed print services, and why have competitive businesses switched to managed print services?

Print management—also known as managed print job services—is a way of optimizing your company’s printing methods. Proper management considers (and mitigates):

  • Equipment sourcing
  • Workflow and resource monitoring
  • Maintenance issues
  • Cloud and mobile printing integration issues
  • Security concerns
  • Employee training

Put simply, print server management is the all-encompassing solution to any and all of your printing needs—especially those as your company scales.


Print Management for Equipment

Not all printers are created equal. You wouldn’t need an enterprise-scale commercial printer for the front office that’s used for client receipts. Similarly, you can’t use a home-office printer for flyers and print ads when preparing for a massive convention. 

With managed print services, your equipment will be evaluated based on the size of your company and its needs. From there, the right printer or copier hardware will be recommended. Also, the correct print management software needed to fulfill your printing demands will be determined, purchased, and set up properly. 

Print management services will also help ensure you’re getting the best equipment for the appropriate price. The last thing you want is to overspend on the equipment you need, only to discover it could’ve been obtained for a fraction of the cost. 


Print Management for Workflows and Monitoring Resources

Every business is unique, and the same can be said for each company’s printing needs. While some may have limited printing requirements, other businesses rely on thousands of documents in order to function properly. 

With an enterprise print management service, you’ll get an in-depth analysis, structure, and game plan for all your printing needs. This means calculating factors such as:

  • The number of documents you print on a regular basis
  • The number of printers you’re using (and need)
  • The importance of other printing services, such as copiers, scanners, and fax machines
  • Your paper and ink inventory, plus how to maintain a steady supply of each with scheduled deliveries


Print Management for Equipment Maintenance

Purchasing and setting up the right equipment is only half the battle when it comes to finding a print solution. The other hurdle you’ll need to overcome is actually maintaining a functioning printer. 

Printers perform a difficult task, especially when they’re used at a high rate. From ink malfunctions to dreaded error messages, dealing with printer issues can open up a whole new world of frustration.

Fortunately, a print management service will be there to help you navigate technical issues. More importantly, your print management expert will be there to monitor equipment regularly and identify underperforming machines to help you get ahead of these problems. If a machine does become unusable, your print management company will be there to assist in a speedy replacement.

Print Management for Cloud and Mobile Print Integrations

Print anywhere, anytime, from any device—that’s the dream, right? A managed print expert will ensure your printers (and your team’s devices) are updated with the latest software, allowing for IoT integrations for ease of use.


Print Management for Security Concerns

Whether you’re printing from a thumb drive or from the cloud, you want to ensure that your document and data are only being seen by their intended audience. Managed print services go beyond resource and equipment management to ensure all data stored within the device is protected from cybercriminals.

Additionally, a dedicated print job manager can assist you in placing your devices correctly. This is particularly crucial when it comes to classified or time-sensitive documents. If you’re leaving these documents in a public place that’s easily accessible, you run the risk of breaching your clients’ and employees’ privacy. 


Print Management for Employee Training

In the corporate world, many people are all too familiar with the frustration of using a network printer that won’t cooperate. (Might we cite the famous scene from Office Space?)

To avoid facing these issues and potentially recreating this classic movie reference, we recommend utilizing print management services for employee training. While most larger businesses do have an IT department on deck, it’s never a good idea to flood these team members with basic questions regarding office equipment. To simplify workflows and keep things running smoothly, your print management provider can offer training and support to employees as they get used to the new print device. This may include:

  • Hands-on training 
  • Remote training courses
  • 24/7 help desk support for any additional questions

High tech equipment can be a little more complicated, but the resources you’ll receive with a managed print services provider will help overcome any issues. In the end, this will make everyone’s lives much easier, and lead to greater productivity moving forward.


Novatech: Your Guide to All Things Printing

While print management is certainly a business must-have, it’s also important to find the right company for the job.

Here at Novatech, our main goal is to save you time, money, and the frustration of improper printing services. Our help doesn’t stop at print services, either. We also offer reliable assistance in managing your cybersecurity, cloud storage, IT, and more. 

Join the modern workforce and boost your productivity today, with Novatech.



Techopedia. What is Print Management? 

Novatech. What is Print Management? 

Written By: Editorial Team

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