Managed Print Services: Cut Costs & Boost Business Efficiency
Shoumya Chowdhury
Key Takeaways
Essential insights to remember
MPS eliminates hidden printing expenses through waste reduction, device consolidation, automated supply management, and streamlined workflows, often cutting total printing costs by 20-30%.
Secure print release, user authentication, and controlled access protect sensitive documents, making MPS especially valuable for legal, financial, and healthcare organizations handling confidential data.
Real-time fleet monitoring ensures devices function optimally, supplies are automatically replenished before running out, and issues are resolved quickly to minimize downtime.
Optimized printing reduces carbon footprint through energy-efficient devices, automatic double-sided printing, reduced paper consumption, and comprehensive recycling programs for consumables.
Modern MPS goes beyond printing to include document scanning, cloud integration, workflow automation, and mobile printing capabilities that support hybrid working environments.
Printing remains a vital part of business operations, but without proper control, it can become one of the most overlooked areas of expenditure. From rising paper and toner costs to inefficient workflows and security risks, unmanaged print environments can drain resources.
This is where managed print services come in, offering organisations a smarter, more cost-effective way to handle their printing needs.
What Are Managed Print Services?
Managed print services (MPS) involve outsourcing the management of a company’s print infrastructure to a specialist provider. Rather than handling printers, copiers, and consumables in-house, businesses rely on experts to supply, maintain, and optimise their printing equipment.
This service often includes monitoring usage, replenishing supplies, repairing devices, and introducing digital solutions to streamline document workflows.
The aim is to improve efficiency, reduce costs, enhance security, and minimise environmental impact.
How Do Managed Print Services Work?
An MPS provider begins by conducting an audit of a company’s existing print environment. This assessment identifies areas of waste, inefficiency, and potential cost savings. Based on the findings, the provider recommends tailored solutions such as consolidating devices, upgrading equipment, or introducing cloud-based printing.
Once implemented, the provider monitors the print fleet in real time, ensuring devices are always functioning correctly, supplies are automatically replenished, and issues are resolved quickly.
Key Benefits of Managed Print Services
Managed print services bring a wide range of advantages to businesses:
- Cost savings – by reducing waste, consolidating devices, and streamlining workflows.
- Increased efficiency – automated supply ordering and proactive maintenance minimise downtime.
- Enhanced security – secure print release and user authentication protect sensitive documents.
- Sustainability – optimised printing reduces energy use, paper consumption, and waste.
- Scalability – solutions can grow with the business, adapting to changing needs.
- Better visibility – detailed reporting helps businesses track and control print usage.
These benefits make MPS a valuable solution for businesses of all sizes.
Why Businesses Choose MPS
Many organisations underestimate the true cost of printing, with hidden expenses from maintenance, supplies, and energy use quickly adding up. By outsourcing print management, companies gain expert support while freeing internal teams to focus on core business activities.
In addition, MPS helps businesses adapt to the shift towards digital working. Features such as document scanning, cloud storage, and secure mobile printing allow staff to work more flexibly and efficiently.
Who Can Benefit from Managed Print Services?
Virtually any business can benefit from MPS, but they are particularly valuable for:
- Large offices with high-volume printing.
- Companies with multiple branches needing centralised management.
- Organisations handling sensitive data, such as legal and financial firms.
- Businesses seeking to reduce environmental impact.
- Schools, universities, and public sector institutions with heavy print demands.
By tailoring solutions to each organisation’s unique requirements, MPS providers ensure maximum impact.
Environmental Impact
Sustainability is a key driver for many businesses adopting MPS. By optimising devices and reducing unnecessary printing, companies can significantly cut their carbon footprint.
Automatic double-sided printing, energy-efficient machines, and recycling programmes for consumables are just some of the eco-friendly benefits of managed print services.
The Future of Print Management
As workplaces become more digital, MPS continues to evolve. Modern solutions go beyond printing, incorporating workflow automation, document management, and cloud integration. This shift transforms printing from a cost centre into a strategic tool for improving productivity and security.
With the rise of hybrid working, MPS also ensures staff can print securely and efficiently whether in the office or working remotely.
Conclusion
For businesses looking to reduce costs, improve efficiency, and strengthen document security, managed print services provide a comprehensive solution.
By outsourcing print management, organisations can gain better control over their resources, enhance sustainability, and future-proof their operations. In a time where efficiency and adaptability are critical, MPS offers the flexibility and reliability businesses need to stay competitive.
