In today’s fast-paced, digital-first world, businesses are under constant pressure to streamline operations, reduce costs, and improve efficiency. Yet, one area that often flies under the radar is the office print environment. Enter Managed Print Services (MPS)—a strategic approach to managing an organisation’s printing needs that goes far beyond simply buying printers or toner.
The print environment can be chaotic, expensive, and unpredictable without proper oversight. MPS replaces guesswork with structure and replaces wasted time with focused productivity.
Key Highlights
- Managed Print Services reduce printing costs through centralised control and fewer breakdowns.
- Employees save time because providers handle printer maintenance and supply management.
- MPS improves document security by enforcing authentication and encrypted printing.
- Sustainability goals are easier to meet with usage monitoring and paper-saving features.
What Are Managed Print Services?
Managed Print Services involve outsourcing the management of your company’s printing infrastructure to a third-party provider. This includes everything from supplying and maintaining printers and multifunction devices to monitoring usage, automating supplies replenishment, and providing analytics on print behaviour.
Rather than reacting to the problems as they arise, businesses gain proactive support, optimised workflows, and predictable costs.
Key Benefits of Managed Print Services
- Cost Savings
Many businesses underestimate how much they spend on printing. Managed print services can cut costs by up to 30% by consolidating devices, reducing waste, and implementing cost controls. - Increased Productivity
With MPS, staff no longer have to deal with printer malfunctions, supply orders, or IT troubleshooting. Instead, they can focus on their core work, while the provider handles everything from routine maintenance to emergency repairs. - Enhanced Security
Modern printers can be a security risk if unmanaged. MPS providers implement security measures such as user authentication, data encryption, and secure print release, protecting sensitive documents from unauthorised access. - Sustainability and Waste Reduction
MPS solutions help reduce paper, toner, and energy consumption by encouraging double-sided printing, monitoring usage, and removing inefficient devices. This supports corporate sustainability goals while lowering environmental impact. - Greater Visibility and Control
Through usage tracking and reporting, MPS provides insights into printing across departments. This data empowers businesses to set policies, track costs by user or team, and identify opportunities for further optimisation.
Is Managed Print Right for Your Business?
Managed print services are ideal for:
- Organisations with multiple offices or high printing volumes
- Businesses seeking to reduce IT burden and operational costs
- Companies concerned about document security and compliance
- Any organisation lacking visibility over their current print spend
Even small and medium enterprises can benefit from MPS, as many providers offer scalable solutions tailored to business size and industry.
The Role of MPS in a Hybrid Work Environment
With more employees working remotely or in hybrid setups, MPS has evolved to support printing outside the traditional office. Some providers now offer secure cloud-based management, enabling employees to print from any location to an authorised printer, while maintaining control and tracking.
This flexibility ensures that printing remains secure and efficient, even as work patterns change.
Common Mistakes When Managing Printing Internally
Organisations that attempt to handle their printing internally often fall into avoidable traps. Without central oversight, inefficiencies grow and costs spiral.
Top mistakes include:
- Using too many device types across departments.
- Stockpiling toner and supplies without monitoring usage.
- Ignoring security risks tied to network-connected printers.
- Lacking service-level agreements for repair or downtime.
- Relying on IT staff to manage printers instead of strategic vendors.
Avoiding these mistakes is one of the strongest reasons to move to MPS. A well-managed print system eliminates guesswork and enables smooth day-to-day operations.
How to Choose the Right MPS Provider
Not all managed print providers deliver the same level of service. Choosing the right one can define how successful your printing strategy will be. Look for providers that offer more than just hardware.
Key features to look for include:
- Real-time analytics and reporting dashboards.
- Automated supply replenishment and delivery.
- Scalable support for future growth.
- Cloud printing capabilities for hybrid teams.
- Customised service-level agreements with defined response times.
Make sure your provider offers solutions that match your sector, print volume, and document security needs. A flexible partner can grow with your business.
Document Workflow Optimisation With MPS
Managed print services are not just about controlling printers—they help redefine how your team handles documents. A streamlined document flow boosts productivity and cuts down delays caused by manual steps.
Automated scanning, routing, and digital archiving are key functions supported by MPS. Instead of scanning files to personal emails or printing unnecessary hard copies, MPS enables users to send documents directly to shared drives or workflow systems.
This removes bottlenecks and creates a more compliant and organised document environment. It also simplifies audits, onboarding, and day-to-day file retrieval.
Recommendations Before Switching to MPS
Before adopting managed print, it’s important to evaluate your current print environment. Don’t rush the transition. Instead, make informed decisions based on accurate data.
Follow these steps:
- Conduct a full audit of your current print fleet.
- Track monthly print volumes by department or team.
- Identify high-cost printers and replace them with efficient models.
- Map out your supply usage and reordering habits.
- Review existing maintenance and support costs.
This assessment will guide your MPS provider in tailoring a solution that fits your exact requirements.
MPS as a Long-Term IT Strategy
Managed Print Services often sit outside the main IT strategy, but they shouldn’t. An unmanaged printer fleet is a hidden IT liability—prone to outages, security gaps, and escalating costs.
Integrating MPS into long-term IT planning helps standardise print environments across multiple locations, enforces security protocols, and lifts printer-related responsibilities from IT teams.
This allows in-house IT professionals to refocus on critical business systems while still maintaining compliance with data regulations like GDPR or HIPAA.
Conclusion
Managed Print Services are not just about printers—they’re about transforming the way your organisation handles documents, information, and workflows. By outsourcing print management, businesses gain cost savings, efficiency, security, and sustainability, all while freeing up valuable IT resources.
Whether you’re looking to reduce your print spend, improve document security, or simply take the hassle out of managing printers, Managed Print Services could be the solution that helps your business print smarter, not harder.