“Time is money.” The adage is as pertinent today as it was when Benjamin Franklin first coined the phrase in his book “Advice to a Young Tradesman” in 1744. It’s also the main reason why so many companies and organizations today make use of a managed service provider (MSP) to take care of important business functions that are not their core focus.
Whatever you’re selling or whatever services you’re providing, you’d probably rather be focused on that than maintaining and securing your network and internet connections, printers and copiers, documents, and other necessary but ancillary tasks. But more often than not, it’s precisely these kinds of issues that consume your focus, resources, time, and ultimately profits.
That’s where a managed services provider can add plenty of value.
Benefits of Using a Managed Services Provider
Outsourcing the management of your network, IT, copier and document management needs to experts provides many benefits, such as:
- Reducing costs – Outsourcing can be cheaper than employing dedicated IT staff or dealing with issues on an ad hoc basis.
- Predictable costs – Paying a set monthly fee for dedicated services is easier on the budget than the cost of technician call-out fees when things go wrong.
- Peace of mind – Knowing that you have experts on hand to make sure everything is running smoothly can remove stress and improve efficiency.
- Boosted productivity – You can focus on servicing clients and growing the business rather than wasting time on mundane tasks like purchasing new ink cartridges or, worse, trying to address the crucial issue of why the network is down.
The Most Popular Managed Services
So, there are good reasons to employ the services of a managed service provider. But what kind of services do MSPs provide? Let’s take a look at some of the main services offered.
Managed IT and Cybersecurity Services
If you’re running a small operation from home with just a PC, smartphone, and basic multifunction printer connected to your network, you may well be able to keep everything connected and secure on your own. But the more users, devices, and access points you add to a network, the more of a headache it becomes to keep everything running smoothly.
Machines break, software crashes or requires constant updating, and the network can go down at any time for a variety of reasons. All these scenarios cause disruption, and downtime, and impact the bottom line.
Another often underestimated threat is the risk of cyberattack. It’s estimated around 60% of small businesses never recover from a cyberattack. And as the internet evolves, so too do the threats of being hacked, phished, or infected with damaging malware, trojans, keyloggers, and viruses.
Managed IT Services, sometimes referred to as Managed Network Services (MNS), are a range of services offered by a managed services provider to maintain and secure your IT infrastructure. The actual services provided will differ from provider to provider but can include:
- Assessing, monitoring, and repairing your IT hardware, including your PCs, routers, cables, etc.
- Keeping your software up-to-date
- Protecting your network with cybersecurity measures like anti-virus and access control software
- Email protection
- Training your employees in how to identify threats and protect themselves and your company
- Assisting with developing a disaster recovery plan
Managed Print Services (MPS)
If your business needs to do a substantial amount of printing, then buying an in-house office printer or copier (or fleet of machines) is likely to be more cost-effective than having your printing done at a third-party printing company. However, as you are probably all too aware, the costs of running an office printer or copier don’t end after you buy the machine.
There’s an ongoing requirement to replenish ink (or toner) and paper. Plus, there are many things that can cause the machine to stop working. These range from minor issues like paper jams and clogged print heads to completely broken machines – all of which can bring the business to a standstill, and deliver nasty surprises when the bill for the repairs and replacement parts arrives.
One increasingly popular solution is to sign up for Managed Print Services with a quality managed services provider. For a monthly fee, your MPS provider will:
- Monitor your print supplies (ink, toner, paper, etc.) and replenish your supply when needed
- Perform regular cleaning and maintenance of your machine(s)
- Keep your printer drivers and printing software up to date
- Provide a help desk to assist with resolving any issues
- Repair malfunctioning machines and replace any damaged or worn-out parts
In many cases, particularly if you’re using high-end machines or doing high volumes of printing, it can be much more expensive in the long run to not sign up for MPS.
Scanning, Digitization and Document Services
Many companies these days are going through the process of digitizing their legacy documents. This process involves scanning your documents and converting them into digital files, then storing them in a digital archive. When done correctly, a digital archive is much easier to access and search, and access to your documents can be much more efficiently monitored and controlled.
However, it takes time and human resources to scan documents. And it’s not that hard to get it wrong – the scanned copies could be of poor quality, or be stored in a badly arranged directory structure. These mistakes can negate the benefits of digitization entirely.
That’s why many companies choose to outsource their digitization processes to a managed service provider that specializes in scanning, digitization, and document management services. They’ll use state-of-the-art scanning equipment and OCR (optical character recognition) software to deliver high-quality scans. They will have all the experience necessary to create a digital filing system that makes it easy and efficient for you to access your digitized files.
Choosing the Right Managed Services Provider
There are many different managed services providers from which to choose. Some offer a comprehensive suite of services, while others specialize in a particular aspect like digitization of documents. The right one for you will depend on matching your specific needs and budget with the particular services offered.
A good managed service provider will have verifiable experience and a solid reputation that you can trust, plus the flexibility to customize a solution specifically for you. If you’re in the Burnsville, Twin Cities, Fargo, Duluth, or St. Cloud areas, that provider is Metro Sales.
In addition to selling a wide range of office technology like copiers and interactive whiteboards, we are a specialist managed services provider with decades of experience. Our managed services include Managed IT, Managed Print, Document, and Scanning Services. Contact us today for a quote.