How Your Organization Can Improve Efficiency With Managed Print Services

Recent advances in technology have created new tasks and responsibilities for IT teams. But one responsibility most IT professionals would like to offload is the management of printer fleets. Many organizations still run a significant number of printers to meet various needs, but when IT staff members have to make sure the printers are working effectively and are fully stocked with toner, they have less time to spend on other priorities.

Fortunately, CDW and its partners offer print management services that enable IT teams to focus on their technology goals by taking care of routine printer management. Through its Printer Supplies Program (PSP), CDW works with several major printing partners to provide services; for example, Brother’s Value Print Program (VPP) not only takes the burden of fleet management off IT teams but also helps organizations reduce costs and make progress toward their sustainability goals.

Print management has become even more complex in recent years as organizations moved to hybrid work models. Many users need print capabilities when they work remotely, further complicating the maintenance and management demands placed on IT teams. However, through VPP, CDW and Brother can ensure that printers are stocked with toner and receive regular maintenance. Further, printers that malfunction are fixed or replaced quickly, so workflows face minimal disruption.

VPP — which offers organizations a limited-warranty extension on Brother equipment, such as printers and all-in-one devices — takes IT staff out of the equation by delivering electronic notification when toner levels are low. Supplies can be shipped automatically when certain toner levels are reached, or users can order replacement toner through Brother’s portal. Each order is shipped with labeled packing slips to ensure that the supplies make it to the printer they’re intended for.

Managed print services enable organizations to take advantage of smarter printing and reduce printer maintenance costs. For example, companies that participate in Brother’s VPP find that it reduces the overall demand for toner. The program encourages users to order high-yield toner, which results in a lower cost over time.

Further, the program replenishes toner when devices need it — not too early and not too late. The system uses tools that work with networked devices and implement an algorithm to read the number of pages that can be printed before the toner is empty, processing a new toner order 10 to 15 days before the supply is empty. Automating the process reduces the burden on IT staff to manage and maintain toner, toner inventories and other printing needs. It also reduces time spent on troubleshooting. VPP’s experts can triage and handle any service call or replace a device to maintain uptime.

Beyond reducing the amount of toner needed, CDW’s PSP can assess an organization’s printer fleet and workflows associated with it to identify opportunities for greater efficiency. For example, the program can suggest when printing may be unnecessary or when using another printer may be more cost-effective. It can also set rules for printing double-sided or in black and white instead of color.

Brother’s VPP also provides administrative flexibility and simplicity. There are no contracts to sign, no renewals to worry about and no minimum commitments. It’s free to join, and there are no penalties for leaving. Customers receive discounts on toner, ink and print drums, as well as free shipping.

As technology evolves, many advances now take sustainability into consideration. For example, new printers are often more energy-efficient than earlier generations. CDW’s managed print services can also help organizations make progress toward their sustainability goals. 

In addition to helping organizations identify the best printer options for their workflows (thereby providing the most efficient selection), CDW’s PSP offers toner recycling. Customers that participate in the program receive a prepaid shipping label to use when sending toner cartridges back to CDW for recycling.

Ultimately, organizations received a number of valuable benefits from participating in a managed print services program through CDW and partners such as Brother.