When managed print services (MPS) software was initially launched, it was a game-changer within the realm of office hardware and equipment. Businesses saw it as a unique differentiator for enhancing IT department functionality and managing office print tasks effectively.

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Managed Print Services (MPS) are offerings by print providers, IT resellers, and Managed Service Providers (MSPs) to streamline your print infrastructure and manage all print devices. The software operates via a cloud system.

In essence, this powerful software assists businesses in optimizing their printer fleet by assessing the print environment, ensuring easy deployment across various locations, and proactively managing devices. To adopt cloud-based MPS software effectively, your initial step should be to evaluate cloud readiness.

In this guide, we will cover our top 15 tips to prepare for cloud-based managed print services, clarify what these services are, and identify key components to include in your cloud readiness assessment.

Understanding Cloud Print and Managed Print Services Software

Managed Print Services (MPS) entail external providers optimizing or managing an organization's document output, often leveraging cloud print solutions.

→ Discover the 7 Levels of a Cloud-First Print Approach

Cloud print solutions deliver an advanced print architecture that frees up your IT department from non-essential tasks, facilitating a unified solution hosted universally while maintaining a comprehensive overview of your print infrastructure.

Let's explore why moving to the cloud is becoming a priority for numerous organizations.

Why Organizations are Migrating to the Cloud

By 2025, a significant 85% of organizations are expected to be cloud-first. Key motivations, according to Deloitte, include data modernization, enhanced security governance, and reduced print costs.

Migrating to the cloud accelerates digital transformation, positions organizations at the forefront of innovation, and enables IT departments to focus on strategic tasks, enhancing agility and cost efficiencies.

→ Explore the Digital Transformation Journey

On-premises print infrastructures often face vulnerability and security threats. Incorporating print within a cloud-first strategy enhances security governance and minimizes print expenses.

Preparing for Cloud-Managed Print Services

Assessing cloud readiness involves determining if your data and applications can transition to cloud technology with minimal operational disruption.

A cloud readiness assessment provides insights to ensure smooth migration to cloud-based print applications, aligning the project with broader business strategies.

Ready to assess your cloud readiness? → Take the Quiz

This same principle applies to cloud print services. Your cloud readiness level indicates how resilient your print infrastructure is and how seamlessly it can migrate to a cloud-first architecture while maintaining operational stability.

Here’s a detailed look at 15 tips to help you navigate your journey towards adopting cloud-managed print services successfully.

15 Cloud Readiness Tips

If you're evaluating cloud adoption, these 15 tips will guide your decisions and help ensure your IT department's success with managed print services software.

#1. Define Your Purpose

Understand your business’s primary motivation for adopting managed print services software. Each company has unique reasons for transitioning from traditional print servers to a comprehensive cloud print server.

→ Discover 5 Reasons to Move Your Print Infrastructure to the Cloud

#2. Set Clear Migration Goals

Formulate specific, measurable, attainable, relevant, and time-bound (SMART) goals for your cloud print strategy. These goals will help you track the success of your migration efforts.

Example: "We aim to reduce print-related expenses by 15% within the next 2 months by migrating to a cloud-managed print services software and alleviating our IT team's workload."

#3. Conduct Necessary Preparations

Make comprehensive considerations about the implications of switching to managed print services software and its impact on your current IT infrastructure.

→ Explore 5 Major Considerations for Migrating from Server to Cloud

#4. Understand Reconfiguration Needs

Recognize that cloud architecture isn’t just a storage solution but involves replacing print servers with a dedicated server, reworking databases, and interacting with modern APIs. For instance, SAFEQ Cloud simplifies this with its comprehensive API access.

#5. Explore the 6 Rs of Cloud Migration

Familiarize yourself with different cloud migration strategies, such as Rehost, Re-platform, Refactor, Repurchase, Retain, and Retire, to determine the best fit for your print infrastructure needs.

#6. Monitor Your Migration Process

Ensure close supervision of the migration process to troubleshoot issues promptly and ensure that the adoption meets your predefined criteria.

#7. Prioritize Security

Create robust security measures as cloud environments demand higher security levels compared to on-premises setups. New security mechanisms in cloud models enhance protection.

For more details, please visit Heao Printing.

→ Learn About The Future of Print Security

#8. Investigate Hosting Options

Research various cloud hosting options to find the one that matches your business needs. Different infrastructures yield different results, so align your choices with your goals.

#9. Evaluate Vendor Options

Conduct thorough research on potential vendors, considering their infrastructure, service agreements, and support capabilities. Solutions like SAFEQ Cloud are flexible with multiple vendor support.

→ Explore Questions for Choosing a Cloud Printing Solution

#10. Analyze Benefits and Disadvantages

Examine the benefits such as improved efficiency, reduced costs, better cash flow, and enhanced productivity versus any limitations associated with managed print services software.

→ Understand the 7 Levels of a Cloud-First Print Approach

#11. Acknowledge the Impact on IT Teams

Cloud print solutions significantly reduce the burden on IT departments, enabling them to focus on more critical tasks and move away from managing print tickets and infrastructure.

#12. Utilize a Trial Period

Before fully committing, leverage trial periods offered by vendors to gauge the software’s effectiveness. For instance, Y Soft offers a comprehensive 30-day free trial of SAFEQ Cloud.

→ Access Your Free Trial of SAFEQ Cloud

#13. Foster a Cloud-First Culture

Besides technical implementation, build a supportive culture around cloud adoption. Ensure employees understand the benefits and are prepared for the transition.

#14. Maximize Software Features

Explore and utilize all features offered by your chosen cloud print software. Features such as pull printing, mobile printing, serverless printing, and automated workflows significantly enhance IT efficiency.

#15. Embrace the Transformation

Enjoy the advantages of your new software. Let your IT team shift focus from stressful print management tasks to more impactful projects. Learn from real-life examples like Ambiq Healthcare's story, where significant savings were achieved through cloud adoption.

FAQs and Final Thoughts

Embarking on a cloud journey involves several key factors to ensure successful migration to cloud-managed print services software. Here are some frequently asked questions:

1) What are the Benefits of CLOUD-Managed Print Services?

• Cost savings and efficiency improvements
• Fast and reliable performance from data centers
• Enhanced innovation opportunities
• Scalability to match business growth
• High-security measures and 24/7 availability
• Seamless integration with existing on-prem printers

→ Explore 7 Great Reasons to Move to the Cloud

2) How do you Check Cloud Readiness?

Conduct a comprehensive cloud readiness assessment to scrutinize your IT infrastructure, identify objectives, pinpoint skill gaps, enhance security governance, and ensure operational preparedness. Take our free cloud readiness quiz for instant results!

For more information, please visit Smart Print Solutions.

5 Ways Smart Printers Save Smart People's Time

5 Ways Smart Printers Save Smart People's Time

The most successful small businesses have the smartest people. However, when these individuals are hindered by inefficient technology, it wastes their time and talents. Ineffective tech, particularly printers, can be frustrating and detrimental to business success.

Smart printers enhance productivity by making tasks easier and more efficient, rather than hindering workflows. Here's how smart printers help your team work more effectively:

For more information, please visit Smart Print Solutions.