Unlocking Efficiency and Cost Savings: The Power of Managed Print Services

In today’s fast-paced business environment, organizations are constantly seeking ways to boost productivity and streamline their operations. One area that often gets overlooked is printing. While it may seem like a mundane task, managing printing processes can be time-consuming and costly. That’s where managed print services come in. In this article, we will explore the benefits of outsourcing printing and how it can help businesses improve efficiency, reduce costs, and enhance overall productivity.

From small businesses to large corporations, printing is an integral part of daily operations. However, managing printing infrastructure can be a complex and resource-intensive task. From maintaining printers and supplies to troubleshooting issues, it can take up valuable time and resources that could be better spent on core business activities. That’s why more and more organizations are turning to managed print services to handle their printing needs. By outsourcing printing, businesses can offload the responsibility of managing print infrastructure to a third-party provider, allowing them to focus on their core competencies and maximize productivity.

Key Takeaways

1. Managed Print Services (MPS) can significantly boost productivity in organizations by streamlining printing processes and reducing downtime.

2. Outsourcing printing to MPS providers allows businesses to focus on core competencies while leaving the print management tasks to experts.

3. MPS providers offer comprehensive print solutions, including equipment maintenance, supplies management, and document security, leading to cost savings and improved efficiency.

4. The advanced analytics and reporting capabilities of MPS help organizations gain insights into their printing habits, enabling them to make informed decisions for further optimization.

5. By adopting MPS, businesses can reduce their environmental impact through efficient resource utilization, waste reduction, and the implementation of sustainable printing practices.

Key Insight 1: Cost Savings and Efficiency

One of the primary reasons why businesses are increasingly turning to managed print services (MPS) is the potential for cost savings and improved efficiency. By outsourcing printing needs to a specialized provider, companies can reduce their overall printing costs significantly.

Managed print services providers have the expertise to assess a company’s printing infrastructure and identify areas where costs can be minimized. They can help streamline printing processes, optimize device usage, and implement cost-saving measures such as duplex printing and print job consolidation. These efforts can lead to significant reductions in paper, ink, and energy consumption, resulting in substantial cost savings over time.

Furthermore, MPS providers can also take care of the maintenance and repair of printing devices, ensuring that they are always in optimal condition. This proactive approach eliminates the need for in-house IT staff to troubleshoot printer issues, allowing them to focus on more strategic tasks.

Key Insight 2: Enhanced Security and Compliance

As businesses increasingly rely on digital documents and workflows, the security of sensitive information becomes a top priority. Managed print services can play a crucial role in ensuring the confidentiality and compliance of printed materials.

MPS providers employ advanced security measures to protect sensitive documents from unauthorized access. These measures may include secure printing, user authentication, and encryption technologies. By implementing secure printing practices, businesses can prevent unauthorized individuals from accessing confidential documents left unattended on printers.

Additionally, managed print services can help companies meet regulatory requirements and industry standards. Many industries, such as healthcare and finance, have strict compliance regulations regarding the handling and disposal of printed materials. MPS providers can assist in implementing secure document workflows and provide audit trails to demonstrate compliance with these regulations.

Key Insight 3: Scalability and Flexibility

Managed print services offer businesses the flexibility to scale their printing capabilities according to their changing needs. Whether a company experiences a sudden increase in printing demands or needs to downsize its operations, MPS providers can adapt their services accordingly.

With MPS, businesses can easily add or remove printing devices as required, without the need for significant capital investments. This scalability allows companies to align their printing infrastructure with their current needs, preventing underutilization or overburdening of resources.

Furthermore, managed print services can integrate with existing IT systems and workflows, providing a seamless experience for employees. This integration enables employees to print from any device, including mobile devices, and access print jobs from anywhere within the organization. The flexibility and convenience offered by MPS can boost productivity by eliminating printing bottlenecks and enabling employees to work more efficiently.

Outsourcing printing to managed print services providers offers numerous benefits to businesses. The cost savings and efficiency improvements, enhanced security and compliance, and scalability and flexibility provided by MPS can have a significant impact on the industry. As companies strive to optimize their operations and focus on core competencies, managed print services have emerged as a valuable solution to streamline printing processes and boost productivity.

The Cost of Managed Print Services

One of the most controversial aspects of outsourcing printing through Managed Print Services (MPS) is the cost involved. While proponents argue that MPS can lead to significant cost savings in the long run, critics contend that the initial investment required can be substantial.

Proponents argue that MPS can help organizations reduce their overall printing costs by streamlining printing processes, optimizing printer usage, and implementing cost-saving measures such as print tracking and rules-based printing. By centralizing print management and utilizing advanced print analytics, organizations can identify and eliminate wasteful printing practices, leading to cost reductions.

On the other hand, critics argue that the upfront costs of implementing MPS, including hardware, software, and professional services, can be prohibitive for some organizations, especially small and medium-sized businesses. Additionally, ongoing costs such as service fees and consumables can add up over time, potentially eroding the expected cost savings.

It is important to consider the specific needs and budget constraints of each organization when evaluating the cost-effectiveness of MPS. Conducting a thorough cost-benefit analysis, including an assessment of the organization’s current printing infrastructure and expenses, can help determine whether outsourcing printing through MPS is a viable option.

Data Security and Confidentiality

Another controversial aspect of outsourcing printing is the concern over data security and confidentiality. With MPS, organizations entrust their printing operations to a third-party provider, which raises concerns about the potential exposure of sensitive information.

Proponents argue that reputable MPS providers have robust security measures in place to protect data. They implement encryption, secure printing, and access controls to ensure that confidential documents are only accessible to authorized personnel. Additionally, MPS providers often have strict data protection policies and compliance certifications to adhere to industry standards.

However, critics argue that no system is entirely foolproof, and outsourcing printing introduces an additional layer of risk. There is always a possibility of data breaches or unauthorized access, whether due to human error, technical vulnerabilities, or malicious intent. Organizations must carefully evaluate the security measures and track record of potential MPS providers to mitigate these risks.

Ultimately, organizations need to weigh the potential benefits of outsourcing printing against the potential risks to determine the best approach for their specific security requirements. Implementing additional security measures, such as data encryption and secure printing protocols, can further enhance data protection regardless of whether printing is outsourced or managed in-house.

Lack of Control and Flexibility

One of the concerns raised by critics of MPS is the perceived lack of control and flexibility that comes with outsourcing printing operations. By relinquishing control to an external provider, organizations may feel that they have less influence over their printing processes and are unable to make immediate changes or adjustments as needed.

Proponents argue that MPS can actually provide organizations with greater control and flexibility by leveraging the expertise and resources of the service provider. MPS providers often have specialized knowledge and experience in print management, allowing them to optimize printing workflows, implement best practices, and adapt to changing business needs more efficiently than an in-house team.

However, critics contend that the level of control and flexibility offered by MPS may vary depending on the specific service agreement and the responsiveness of the provider. Organizations must carefully define their requirements and expectations when negotiating the terms of the MPS contract to ensure that they retain a satisfactory level of control and flexibility.

Ultimately, the decision to outsource printing should consider the organization’s priorities and preferences regarding control and flexibility. It is essential to establish clear communication channels and performance metrics with the MPS provider to ensure that any necessary adjustments or changes can be made promptly and effectively.

Streamlining Printing Processes for Increased Efficiency

One emerging trend in the world of managed print services is the focus on streamlining printing processes to boost productivity. Many businesses are realizing that the traditional approach to printing, where each department or individual manages their own printing needs, can be inefficient and costly.

By outsourcing printing to a managed print service provider, businesses can centralize their printing operations and implement standardized processes. This allows for better control and coordination of print jobs, ensuring that resources are allocated efficiently and wastage is minimized.

Managed print services providers often offer advanced software solutions that enable businesses to track and monitor their printing activities. These solutions provide valuable insights into print usage patterns, allowing businesses to identify areas of improvement and implement strategies to optimize their printing processes.

By streamlining printing processes, businesses can reduce the time spent on managing print jobs, freeing up employees to focus on more important tasks. This increased efficiency can have a significant impact on overall productivity and help businesses stay competitive in today’s fast-paced business environment.

Implementing Secure Printing Solutions for Data Protection

Another emerging trend in managed print services is the emphasis on implementing secure printing solutions to protect sensitive data. With the increasing prevalence of cyber threats, businesses are becoming more aware of the need to secure their printing infrastructure.

Managed print services providers are offering solutions that incorporate advanced security features to safeguard confidential information. These features include secure print release, which requires users to authenticate themselves before documents are printed, and encryption technologies that protect data in transit.

By outsourcing printing to a managed print services provider, businesses can benefit from the provider’s expertise in implementing and maintaining secure printing solutions. This ensures that sensitive information is protected throughout the printing process, from the moment a document is sent to the printer until it is picked up by the authorized user.

Implementing secure printing solutions not only helps businesses comply with data protection regulations but also instills confidence in customers and partners. In an era where data breaches can have severe consequences, businesses that prioritize data security are more likely to attract and retain customers.

Embracing Sustainability for Environmental Responsibility

As businesses become more conscious of their environmental impact, the trend of embracing sustainability in managed print services is gaining traction. Many businesses are seeking ways to reduce their carbon footprint and minimize waste, and printing is no exception.

Managed print services providers are offering eco-friendly printing solutions that promote sustainability. These solutions include features such as duplex printing (printing on both sides of the paper), print job monitoring to reduce unnecessary printing, and recycling programs for used cartridges and paper.

By outsourcing printing to a managed print services provider that prioritizes sustainability, businesses can contribute to their environmental responsibility goals. These providers often have expertise in optimizing print infrastructure to minimize energy consumption and waste generation.

Embracing sustainability in printing not only benefits the environment but also helps businesses save costs. By reducing paper and energy usage, businesses can lower their operational expenses and improve their bottom line.

Future Implications

The emerging trends in managed print services discussed above have significant implications for the future of printing in businesses. As technology continues to advance and businesses become more reliant on digital processes, the role of printing may evolve.

Streamlining printing processes through managed print services can pave the way for further automation and integration with other business systems. This could lead to a more seamless and efficient workflow, where printing becomes a natural part of the overall business process rather than a separate task.

Secure printing solutions will become increasingly important as cyber threats continue to evolve. Managed print services providers will need to stay ahead of the curve, constantly updating their security measures to protect against new vulnerabilities and attacks.

Sustainability will also play a crucial role in the future of printing. As businesses strive to become more environmentally responsible, the demand for eco-friendly printing solutions will continue to grow. Managed print services providers will need to innovate and develop new ways to reduce waste and minimize environmental impact.

The emerging trends in managed print services are reshaping the way businesses approach printing. By streamlining printing processes, implementing secure printing solutions, and embracing sustainability, businesses can boost productivity, protect sensitive data, and contribute to their environmental responsibility goals. The future implications of these trends suggest a more integrated and secure printing landscape, where sustainability is a top priority.

1. Understanding Managed Print Services (MPS)

Managed Print Services (MPS) refers to the outsourcing of an organization’s printing needs to a third-party provider. These providers take care of everything related to printing, including maintenance, supplies, and equipment. By outsourcing printing, businesses can streamline their printing processes, reduce costs, and improve overall productivity.

2. The Benefits of Managed Print Services

One of the key benefits of using Managed Print Services is cost savings. MPS providers can help businesses optimize their printing infrastructure, reducing the number of devices and consolidating print volumes. This leads to lower costs associated with equipment, supplies, and maintenance. Additionally, MPS providers often have negotiated contracts with suppliers, allowing them to secure better pricing for consumables.

Another advantage of MPS is improved productivity. By outsourcing printing, businesses can free up their IT and administrative staff from dealing with printer-related issues. This allows employees to focus on more strategic tasks, leading to increased efficiency and productivity.

Furthermore, MPS providers offer proactive monitoring and management of print devices. They can detect issues before they become major problems, ensuring minimal downtime and maximizing productivity. Additionally, MPS providers can provide detailed reporting and analytics on printing activities, allowing businesses to identify areas for improvement and implement cost-saving measures.

3. Case Study: Company X’s Success with Managed Print Services

Company X, a mid-sized manufacturing firm, decided to outsource their printing needs to a Managed Print Services provider. Prior to using MPS, the company faced numerous challenges, including high printing costs, inconsistent print quality, and frequent equipment breakdowns.

After implementing MPS, Company X experienced significant improvements in productivity. The MPS provider optimized their printing infrastructure, reducing the number of devices and implementing print rules to minimize unnecessary printing. As a result, the company saw a 30% reduction in printing costs and a 20% increase in overall productivity.

In addition, the MPS provider offered remote monitoring and proactive maintenance, ensuring that any issues were addressed promptly. This led to a 50% reduction in printer downtime, allowing employees to focus on their core tasks without interruptions.

4. Security and Compliance Considerations

Outsourcing printing through Managed Print Services can also enhance security and compliance for businesses. MPS providers implement robust security measures to protect sensitive information, such as secure printing and user authentication. They also ensure compliance with data protection regulations, such as GDPR, by implementing secure document workflows and providing audit trails.

Furthermore, MPS providers can help businesses implement print policies that promote responsible printing practices, such as default duplex printing and setting print quotas. This not only reduces costs but also contributes to environmental sustainability.

5. Scalability and Flexibility of Managed Print Services

Managed Print Services offer scalability and flexibility for businesses of all sizes. Whether a company needs to scale up or down its printing infrastructure, MPS providers can easily accommodate the changes. They can quickly add or remove devices as needed, ensuring that businesses have the right printing resources at all times.

Moreover, MPS providers offer flexible pricing models, allowing businesses to pay for printing services based on their actual usage. This eliminates the need for large upfront investments in printing equipment and allows businesses to align their printing costs with their actual needs.

6. Considerations for Choosing the Right MPS Provider

When selecting a Managed Print Services provider, businesses should consider several factors. Firstly, it is important to assess the provider’s expertise and experience in managing print environments similar to their own. A provider with industry-specific knowledge can better understand the unique printing requirements and challenges of the business.

Secondly, businesses should evaluate the provider’s service level agreements (SLAs) to ensure they align with their needs. SLAs should cover aspects such as response times, resolution times, and guaranteed uptime to ensure that the provider can meet the business’s expectations.

Lastly, businesses should consider the provider’s ability to integrate with existing systems and workflows. Seamless integration is crucial to ensure a smooth transition and minimal disruption to daily operations.

7. The Future of Managed Print Services

The future of Managed Print Services looks promising, with advancements in technology and the increasing need for cost optimization and productivity enhancement. MPS providers are incorporating emerging technologies, such as cloud printing and mobile printing, to offer more flexible and efficient printing solutions.

Additionally, MPS providers are focusing on sustainability and environmental responsibility. They are helping businesses reduce paper waste through digital transformation initiatives and promoting responsible printing practices.

Outsourcing printing through Managed Print Services provides numerous benefits, including cost savings, improved productivity, enhanced security, and scalability. As businesses continue to prioritize efficiency and cost optimization, the demand for MPS is expected to grow, making it an essential strategy for boosting productivity in the modern workplace.

Case Study 1: Company XYZ

Company XYZ, a multinational corporation with offices spread across different continents, was struggling with their printing operations. The company had a decentralized print environment, with each office managing its own printers, supplies, and maintenance. This led to high costs, inefficient workflows, and inconsistent print quality.

Recognizing the need for a centralized and streamlined printing solution, Company XYZ decided to outsource their printing needs to a managed print services (MPS) provider. The MPS provider conducted a thorough assessment of the company’s printing infrastructure and requirements.

As part of the MPS solution, the provider consolidated the company’s printing equipment, replacing outdated and underutilized devices with more efficient and cost-effective ones. They also implemented print management software to monitor and control print usage, reducing wasteful printing practices.

The results were remarkable. Company XYZ experienced a significant reduction in printing costs, estimated to be around 30%. The centralized print management system improved efficiency and productivity, as employees no longer had to deal with printer-related issues or spend time searching for the nearest working printer. The MPS provider also ensured consistent print quality across all offices, enhancing the company’s brand image.

By outsourcing their printing needs, Company XYZ was able to focus on their core business activities while leaving the printing operations in the hands of experts. The MPS provider offered ongoing support and maintenance, ensuring smooth printing operations and minimizing downtime.

Case Study 2: Small Business ABC

Small Business ABC, a local retail store, faced challenges in managing their printing needs. With limited resources and a small team, the business struggled to maintain their printers, order supplies, and keep track of printing costs.

Realizing the need for a more efficient and cost-effective printing solution, Small Business ABC opted for managed print services. The MPS provider conducted an assessment of the business’s printing requirements and recommended a tailored solution.

The MPS provider replaced the outdated printers with newer models that were more energy-efficient and had lower maintenance costs. They also implemented remote monitoring software to proactively detect and resolve printer issues.

By outsourcing their printing needs, Small Business ABC experienced several benefits. Firstly, they saw a significant reduction in printing costs, estimated to be around 40%. The MPS provider helped the business optimize their print environment, reducing unnecessary printing and implementing print policies to control usage.

The remote monitoring software allowed the MPS provider to address printer issues promptly, minimizing downtime and ensuring uninterrupted printing operations. The business no longer had to worry about ordering supplies or maintaining the printers, freeing up valuable time for the staff to focus on serving customers.

Overall, Small Business ABC saw a boost in productivity and cost savings by outsourcing their printing needs to a managed print services provider. The business was able to streamline their printing operations, improve efficiency, and allocate resources more effectively.

Success Story: Company DEF

Company DEF, a medium-sized manufacturing company, faced challenges in managing their large volume of printing requirements. Their in-house printing department was overwhelmed with the workload, leading to delays, high costs, and inconsistent print quality.

To address these issues, Company DEF decided to partner with a managed print services provider. The MPS provider conducted a comprehensive assessment of the company’s printing infrastructure and workflows.

The MPS provider implemented a centralized print management system, which included high-speed production printers capable of handling the company’s large volume of printing needs. They also introduced automated workflows and document management solutions to streamline the printing process.

The results were transformative for Company DEF. The centralized print management system improved efficiency and reduced printing costs by approximately 50%. The automated workflows eliminated manual errors and reduced the time required for printing and document processing.

Additionally, the MPS provider offered expert advice on print optimization, helping Company DEF implement sustainable printing practices that reduced waste and environmental impact.

By outsourcing their printing needs, Company DEF was able to focus on their core competencies while leaving the printing operations to a specialized provider. The MPS provider offered ongoing support and maintenance, ensuring smooth printing operations and minimal disruptions.

Overall, Company DEF experienced significant productivity gains and cost savings by leveraging managed print services. The partnership allowed them to meet their printing requirements efficiently, reduce costs, and improve the overall quality of their printed materials.


1. What are Managed Print Services (MPS)?

Managed Print Services (MPS) refers to the outsourcing of an organization’s printing needs to a third-party provider. This includes managing all aspects of the printing environment, such as printers, copiers, and multifunction devices, as well as supplies, maintenance, and support.

2. Why should I consider outsourcing my printing?

Outsourcing printing can bring several benefits to your organization. It allows you to focus on your core business activities while leaving the management of your printing infrastructure to experts. MPS providers can optimize your printing environment, reduce costs, improve security, and enhance productivity.

3. How can outsourcing printing improve productivity?

By outsourcing printing, you can streamline your printing processes and eliminate time-consuming tasks, such as printer maintenance and supply management. MPS providers can also help implement print policies and technologies that reduce waste, increase efficiency, and minimize downtime, all of which contribute to improved productivity.

4. Will outsourcing printing save my organization money?

Yes, outsourcing printing can lead to significant cost savings. MPS providers have the expertise to analyze your printing environment and identify areas where costs can be reduced. They can consolidate devices, optimize print workflows, and implement print policies that reduce waste and unnecessary printing. Additionally, outsourcing eliminates the need for upfront investments in printers and supplies.

5. Is outsourcing printing secure?

Yes, outsourcing printing can enhance the security of your organization’s printing environment. MPS providers can implement secure printing solutions, such as user authentication and encryption, to protect sensitive documents from unauthorized access. They can also help you comply with data protection regulations and ensure the secure disposal of printed materials.

6. Can outsourcing printing help my organization become more sustainable?

Yes, outsourcing printing can contribute to your organization’s sustainability efforts. MPS providers can help you implement print policies that promote double-sided printing, reduce paper waste, and encourage responsible printing practices. They can also assist in recycling used cartridges and properly disposing of old devices.

7. What types of organizations can benefit from outsourcing printing?

Organizations of all sizes and industries can benefit from outsourcing printing. Whether you are a small business looking to reduce costs or a large corporation seeking to optimize your printing infrastructure, MPS providers can tailor their services to meet your specific needs.

8. How do I choose the right MPS provider?

When choosing an MPS provider, consider factors such as their experience, expertise, and reputation in the industry. Look for providers who offer comprehensive services, including device management, support, and ongoing optimization. It is also important to assess their ability to integrate with your existing IT infrastructure and align with your organization’s goals and values.

9. What should I expect from an MPS provider?

From an MPS provider, you should expect a comprehensive assessment of your printing environment, a detailed plan for optimization, and ongoing monitoring and support. They should provide regular reports on printing usage and costs, as well as recommendations for further improvements. A good MPS provider should also offer responsive customer service and proactive maintenance to minimize downtime.

10. How can I measure the success of outsourcing printing?

Measuring the success of outsourcing printing can be done through various metrics, such as cost savings, improved productivity, and reduced environmental impact. You can track the reduction in printing-related costs, such as supplies and maintenance, as well as the time saved by employees in managing printing tasks. Additionally, monitoring paper usage and waste reduction can provide insights into the environmental benefits of outsourcing printing.

Concept 1: Managed Print Services

Managed Print Services (MPS) is a fancy term for outsourcing your printing needs to a specialized company. Instead of buying and maintaining your own printers, ink, and paper, you hire a company to take care of everything for you. They provide the printers, manage the ink and paper supply, and even handle repairs and maintenance.

Think of it like hiring a personal assistant for your printing needs. They handle all the technical stuff so you can focus on your work without worrying about printer jams, low ink, or running out of paper. MPS companies usually charge a fixed monthly fee based on the number of pages you print, so you have a predictable cost and can budget accordingly.

Concept 2: Increased Productivity

One of the main benefits of using Managed Print Services is increased productivity. When you outsource your printing, you save time and effort that would otherwise be spent on managing printers and supplies. Instead of dealing with printer issues, you can focus on your core tasks and be more productive.

With MPS, you don’t have to waste time troubleshooting printer problems or waiting for repairs. The MPS company takes care of all that for you. They ensure that your printers are always in good working condition, and if something goes wrong, they fix it quickly. This means less downtime and more time for you to get your work done.

Another way MPS boosts productivity is by streamlining your printing processes. They analyze your printing needs and help you optimize your printing workflows. For example, they can set up automatic print queues or implement rules to reduce unnecessary printing. This not only saves paper and ink but also makes your printing more efficient.

Concept 3: Cost Savings

While Managed Print Services may seem like an added expense, it can actually save you money in the long run. Here’s how:

Firstly, by outsourcing your printing, you eliminate the need to purchase and maintain expensive printers and supplies. MPS companies have the expertise and resources to manage your printing infrastructure more efficiently. They can help you choose the right printers for your needs, negotiate better deals on ink and paper, and reduce waste. All of these factors contribute to cost savings.

Secondly, MPS can help you track and control your printing costs. They provide detailed reports on your printing usage, allowing you to identify areas of waste and implement cost-saving measures. For example, if they notice that a particular department is printing excessively, they can work with you to set print quotas or implement rules to encourage more responsible printing.

Lastly, MPS can help you reduce your environmental footprint, which can lead to cost savings. By optimizing your printing workflows and reducing paper and ink waste, you not only save money but also contribute to a greener environment. This can result in lower energy consumption, fewer resources used, and potentially even qualify for sustainability incentives or certifications.


Outsourcing printing through managed print services can significantly boost productivity for businesses. By entrusting their printing needs to experts, companies can streamline their print infrastructure, reduce costs, and improve efficiency. Managed print services provide a holistic approach to printing, encompassing everything from equipment maintenance and supplies management to document workflow optimization.

Through the implementation of print management software and proactive monitoring, businesses can gain better visibility and control over their printing activities. This allows for more accurate budgeting, reduced waste, and improved security. Additionally, outsourcing printing frees up valuable time and resources for employees, enabling them to focus on core business tasks.

Overall, the benefits of outsourcing printing through managed print services are undeniable. From cost savings and increased efficiency to enhanced security and reduced environmental impact, businesses can achieve a range of advantages by leveraging the expertise and technology offered by print service providers. As the digital age continues to evolve, outsourcing printing is a strategic decision that can help organizations stay competitive and thrive in today’s fast-paced business environment.