What is Managed Print Services and Why Your Business Needs It

 

In today’s digital-first business environment, printing may not seem like a priority. Yet, for many organisations, print infrastructure remains a vital—though often overlooked—part of daily operations. From invoices and contracts to marketing collateral and employee files, printers still play a critical role. The problem? Print environments are often chaotic, costly, and difficult to manage.

That’s where Managed Print Services (MPS) come in. Managed Print Services offer a smarter, more strategic way to handle your business’s print needs. But what exactly is MPS, and why should your business consider adopting it?

What are Managed Print Services (MPS)?

Managed Print Services is a comprehensive solution offered by third-party providers to manage all aspects of your organisation’s printing. This includes the supply, maintenance, monitoring, and optimisation of your printer fleet, whether you’re using a handful of desktop printers or an office-wide network of multifunction devices.

In essence, MPS providers take over the burden of managing your print infrastructure—freeing up your internal resources and giving you more control over print-related costs, workflows, and security.

Key components of a typical MPS program include:

• Assessment of current print environment
• Printer fleet optimisation
• Automated supply delivery (e.g. toner, ink)
• Scheduled maintenance and on-site repairs
• Print tracking and usage analytics
• Ongoing support and performance monitoring
• Security features for data protection

How Does MPS Work?

The MPS process typically begins with a comprehensive audit of your existing print environment. The provider will analyse:

• The number and types of devices you’re using
• Monthly print volumes and costs
• Workflow bottlenecks and redundancies
• Supply usage and stock management
• Security vulnerabilities (e.g., unprotected data on print queues)

Based on this analysis, the MPS provider recommends a tailored strategy that may include consolidating devices, replacing outdated equipment, automating supply replenishment, and introducing print rules (like duplex printing or user authentication).

Once implemented, the MPS provider continues to monitor usage, perform proactive maintenance, and refine the system over time to meet evolving needs.

Why Your Business Needs Managed Print Services

1. Reduce Costs

One of the most compelling reasons to adopt MPS is cost reduction. Most businesses have no idea how much they’re spending on printing—until they conduct an audit. The hidden costs can be staggering: unmonitored usage, inefficient devices, unnecessary colour printing, and emergency repairs all add up.

MPS helps to cut these expenses by:

• Consolidating and right-sizing your fleet
• Monitoring usage to eliminate waste
• Enforcing print rules to reduce overprinting
• Automating toner ordering to avoid rush costs
• Avoiding unnecessary capital expenses on equipment

With MPS, you’ll gain predictable monthly billing and greater visibility into your print spend.

2. Improve Efficiency and Productivity

Managed Print Services allow your staff to focus on their core responsibilities, rather than dealing with printer jams, supply orders, or IT issues.

How MPS enhances productivity:

• Automated toner delivery: Never run out of ink or toner unexpectedly.
• Regular maintenance: Minimise downtime and emergency repairs.
• Centralised print management: Users can print from any device on the network.
• Streamlined workflows: Integrate print, scan, and document management functions.

This level of automation and reliability leads to smoother day-to-day operations and improved staff morale.

3. Enhance Document Security

Printers and copiers are often overlooked when it comes to cybersecurity—but they store and transmit sensitive data just like any other networked device. MPS providers implement strong security protocols to safeguard your information.

Key security features include:

• User authentication (e.g., PIN codes or ID cards)
• Secure release printing (documents only print when the user is present)
• Data encryption
• Regular firmware updates
• Audit trails for accountability

These features help protect your business from data breaches and ensure compliance with data protection regulations like GDPR or HIPAA.

4. Sustainability and Waste Reduction

Printing has a significant environmental impact. MPS can help your business reduce its carbon footprint and waste output by:

• Encouraging double-sided printing and default grayscale settings
• Eliminating unnecessary devices and consolidating to energy-efficient models
• Tracking usage to identify and reduce overprinting
• Recycling consumables like toner cartridges

Many MPS providers also offer eco-friendly initiatives, such as carbon offsetting and recycling programs.

5. Scalability and Flexibility

As your business grows or evolves, so do your printing needs. Whether you're expanding to new locations or adopting hybrid work models, MPS offers the flexibility to scale your print infrastructure accordingly.

Benefits include:

• Adding or removing devices as needed
• Updating service levels as your team expands
• Supporting mobile and remote printing for hybrid teams
• Adapting workflows to new business processes

This adaptability ensures that you only pay for what you use, and you’re always equipped to meet future challenges.

6. Data and Insight for Better Decision-Making

With MPS, you gain access to detailed print usage reports and analytics. These insights help you:

• Identify high-volume users or departments
• Detect unusual usage patterns or abuse
• Optimize workflows and device placement
• Plan for future upgrades or policy changes

Armed with this data, you can make smarter decisions about how to manage your resources and implement cost-saving strategies.

Who Can Benefit From MPS?

While MPS is often associated with larger organisations, businesses of all sizes can benefit. Ideal candidates include:

• Small to medium businesses (SMBs) looking to simplify print management
• Enterprises seeking to consolidate print environments across multiple offices
• Schools, healthcare, and legal firms dealing with high-volume, sensitive printing
• Government agencies concerned with compliance and security

MPS can be tailored to your organisation’s needs—whether you require a simple cost-saving solution or an enterprise-wide transformation.

Choosing the Right MPS Provider

Not all MPS providers offer the same level of service. When evaluating potential partners, ask the following questions:

• Do they offer a free print assessment?
• Is their support local and responsive?
• Do they provide secure, cloud-based management tools?
• Are they brand-agnostic or tied to specific hardware?
• What reporting and analytics tools are included?
• Do they offer flexible contracts and upgrade paths?

Choosing a reliable and experienced MPS partner is crucial to achieving long-term success and return on investment.

Final Thoughts

Managed Print Services are no longer a luxury—they’re a strategic necessity for businesses that want to reduce costs, boost productivity, strengthen security, and operate more sustainably.

By outsourcing your print management to experts, you’ll free your staff from unnecessary burdens, streamline your operations, and gain the insights needed to improve continuously.

In a world where efficiency and cost control are vital, Managed Print Services is the smart, scalable solution your business needs.