5 Things The IoT Can Learn From Managed Print Services

IoT

The Internet of Things is certainly blazing a course at the moment. To try and determine where it leads, we should examine the pathway of a similar disruptive technology – Managed Print Services (MPS). Drawing a link between the Internet of Things and MPS is easy. Both track, trace and follow things – in MPS’ case, it’s printers – with every device connected and communicating data that can be centrally managed.

The insights they provide, such as reports on device usage, user behaviour, state of operations, help organisations increase efficiency and improve the relationship between people and technology. Here are five lessons from MPS experiences that an organisation should keep in mind as it embarks on Internet of Things strategies in a business.

1. Remove Inefficiencies From Your Business

MPS helps organisations identify over-capacity of devices, maximise utilisation of those devices, and then spot inefficiencies in document processes as a function of moving from paper to digital documents. Knowing workloads require only 80 of the 100 printers on the floor makes it an easy decision to eliminate 20 devices. Enterprises need to monitor an IoT environment to look for inefficiencies that can be wrung out of the system.

2. Built-In Intelligence To Speed Productivity

Print management capabilities in MPS match individual privileges to device usage. They enforce rules like a certain type of document can only be printed double sided, or some scanned documents can’t be emailed from the printer to outside the company. Internet of Things strategies can enable intelligent decisions about consumption and behaviour that should seek to reduce time, materials and human intervention. These strategies need to include publishing that information to its intended target amongst knowledge workers, customers, vendors or archives for long-term storage – all with an eye towards optimising processes and resources.

3. Make Security A Priority

Multifunction printers used in MPS turned printers into computing devices, able to send documents outside the enterprise and providing an on-ramp for scanned documents into business applications. Increasing the number of touch points for printers creates new security challenges that needed to be addressed. As with the Internet of Things, organisations will dramatically multiply their exposure to security vulnerabilities, inside and outside the enterprise. This means assessing connection points and identifying potential security deficiencies need to be a priority. Devices, people and documents should provide identities that can be utilised by workflows for tracking, accounting and security.

4. Analyse & Act On Data Gathered

MPS software captures usage data from devices and workflows and analyses the information for trends and possible process improvements. Software designed as a centralised hub either on an internal server or in the cloud is as much a part of an Internet of Things solution as the sensors that collect and transit data. Look for an application platform that can integrate and manage the data, increase collaboration and employ analytical reporting to help find ways to make improvements.

5. Always Factor In The Personal Experience

The Internet of Things must be inclusive of the personal experience. In the end, all workflows – although designed for a business purpose – are used for the benefit of the individual knowledge worker. While MPS looks at all devices as a whole so companies gain a bigger picture view of operations, the transition to Managed Document Service creates a level of granularity down to the document. Let us not forget that the intelligence that devices and software on the Internet of Things provide should allow maximum simplicity and speed of process for the individual. In today’s document connected world, there are multiple points of interaction that include multifunction devices, desktop and laptop computers, and mobile devices from tablets to smart phones.

Just as MPS is about more than connecting people to printers and gathering data, the Internet of Things is about more than connecting things and gathering data. For the Internet of Things to be a disruptive force, organisations need look at these connections and see how the activities among them are interrelated both physically and digitally. That way, they create new ways to boost company-wide intelligence and collaboration.

Simon Hill

Simon is Sales Director UK, IE & MEA for Nuance Imaging division. He is responsible for driving sales of Nuance’s imaging software throughout its Reseller Partners within the UK, Ireland, Middle East and Africa. He run a dedicated team of Sales Managers and Technical Consultants who actively support Nuance partners in selling integrated solutions.