How IT and Print Services Work Together for Better Workflow

In today’s business climate, companies rely on a complex mix of technology, devices, software, and processes to keep things running smoothly. One way in which companies can achieve even greater efficiency is when they coordinate how their IT management and print services management work together.

Often, businesses treat these two areas as separate, distinct functions. But integrating these two areas can improve workflow efficiency, reduce downtimes, and best of all, lower costs. Who wouldn’t want to achieve those goals?

Such a collaboration can improve everyday operations in a few key ways.

1. Unified oversight of devices and workflows

IT departments are already responsible for managing numerous devices, from laptops and phones to servers and network equipment. Adding a fleet of copiers and printers to the IT department’s responsibilities can create additional challenges.

Instead, a managed print services (MPS) provider can assist by providing centralized monitoring systems that work directly with IT. This allows organizations to see real-time device status, toner and supply levels, service alerts before they turn into a breakdown, and usage patterns by department.

When IT and MPS share dashboards and reporting, they quickly identify inefficiencies, respond faster to problems, and plan better for upgrades or replacements. As a result, there is less frustration for employees and fewer surprises for the IT help desk.

2. Stronger security

Print devices are often overlooked as security vulnerabilities, but companies do so at their own peril. Modern multifunction printers (MFPs) are basically computers connected to the network. They store data, send information across networks, and interface with cloud applications. And that means that it is every bit as necessary to secure them as it is to do so for any laptop or server.

A strong, unified security strategy incorporating both IT and print services will include:

• User authentication at the device
• Secure print release, preventing confidential documents from being left unattended
• Data encryption on the device and in transit
• Consistent updates of firmware and security patches
• Audit logs to track who printed what and when it was printed

This combined approach protects sensitive business, customer, and employee information. It also helps organizations meet compliance requirements in fields including healthcare, finance, education, and government.

3. Streamlined workflows and document management

IT teams often focus on network performance, software deployments, cloud tools, and cybersecurity. Print providers specialize in how documents move through the organization: from scanning and routing to archiving and accessing. Bringing these two worlds together will help businesses improve workflows significantly.

Examples of this include:

• Automated document routing, where scanned documents can be automatically sent to cloud storage, CRM systems, accounting platforms, or email folders, and accordingly reduce the likelihood of manual error
• Digital approvals and e-forms, where digital workflows can speed up approvals, eliminate delays, and increase transparency.
• Version control and document retention, so that employees always access the correct (usually the most recent) version of a document and that old versions are archived.

Eliminating manual handoffs and outdated paper processes will help companies free up time, reduce duplication of efforts, and increase data accuracy.

4. Reduced IT burden; faster problem resolution

For many IT departments, print-related issues take hours of time better spent elsewhere. When IT partners with a managed print provider, though, troubleshooting becomes far easier for a number of very good reasons.

First, MPS technicians will handle the service calls directly. Remote monitoring will allow issues to be fixed before users are affected. Automated supplies replenishment means less downtime and “printer emergencies.”

And IT then would only be called into action in the event of a true network-level event or software issue, not routine maintenance. These steps take a significant burden off the internal team, allowing IT professionals to focus their energy on projects that move the company forward instead of fixing paper jams, for example.

5. Right-sizing the print environment

For businesses, sometimes the printer fleet needs evaluation. Businesses accumulate devices over time. Some become outdated; some are under-utilized, and some are overly expensive. A lack of advanced planning and coordination may result in having too many devices for one department, and not enough for another one.

IT and print services together can evaluate which devices are used efficiently, which cost more than they should to operate, where new devices potentially may be needed, and if certain areas within the company could benefit from centralized MFPs versus individual desktop units.

6. Better budgeting and cost control

Print-related costs are often hidden inside departmental budgets, making them difficult to track. IT teams may be aware of software and network expenses, while print costs—supplies, service, devices, repairs—fall outside their area. Bringing print services and IT under one roof allows businesses to consolidate vendors, predict expenses more accurately, negotiate better pricing through volume purchases, monitor usage by department or individual, and reduce waste from unnecessary printing.

Making it easier to see where money is being spent makes it easier to see where it can be saved.

When IT and print services operate separately, there are inefficiencies that can occur. Security is weakened, costs are higher, and employees encounter obstacles that slow them down. IT and Managed Print should go hand in hand.

If you do not feel that these two systems within your business are operating as they should, you may be wondering what you should do about it. If you have questions, let’s have a conversation. Please give us a call at 888-357-4277 or visit https://pulsetechnology.com. With seven decades of industry experience, and specializations that include both Managed Print and IT, we can help you integrate these two important parts of your business for maximum efficiency. As the new year approaches, it is a good time to take stock of both your IT and Managed Print Services. We are here to help. Let’s talk!