Unleashing Business Potential: The Productivity Perks of Managed Print Services


Alexander Watson

Unleashing Business Potential: The Productivity Perks of Managed Print Services

In today’s fast-paced business ecosystem, efficiency is the name of the game. One area where many companies overlook potential productivity boosts is in their print environment. That’s where Managed Print Services (MPS) come in, transforming the way businesses handle their printing needs.

Imagine cutting costs, streamlining operations, and freeing up resources, all while enhancing security and sustainability. Sounds too good to be true? Well, it’s not. Through the power of MPS, these benefits are well within your reach.

In the following sections, we’ll dive deep into the world of Managed Print Services and uncover how they can supercharge your productivity. So, if you’re ready to give your business the productivity boost it deserves, keep reading.

Understanding Managed Print Services

Before we dive into the productivity benefits, let’s first understand Managed Print Services (MPS) in its entirety.

What Are Managed Print Services?

Managed Print Services, often referred to as MPS, offer a complete outsource solution for organization’s printing needs. Best utilized in large-scaled enterprises, these services cover all aspects of printing – from initial installation and training to maintenance, supply, and regular performance assessments. MPS also provide remote monitoring and management of all print-related hardware and software. By offloading all things print, organizations free up valuable time and resources, allowing a focus on core business functions.

Core Components of Managed Print Services

Encompassing three primary elements, MPS provide a comprehensive solution to the often complex and expensive world of printing. First, Hardware Assessment aims to determine the most effective printers for an organization. By assessing the volume and nature of print jobs, MPS identify the ideal hardware, ensuring cost-effectiveness and efficiency.

The second component, Supply Management, enforces a regular supply of essential items such as ink or toner, keeping printers running optimally with no downtime. Services include delivering and managing supplies before organizations run out, thus eliminating wastage and surplus inventory.

Lastly, the Ongoing Maintenance service ensures that the hardware performs optimally at all times. From handling technical glitches to scheduling regular servicing, MPS offer round-the-clock support to minimize printer-related troubles.

By comprehending Managed Print Services and recognizing their primary components, businesses stand to unlock numerous productivity benefits. This, in turn, enables an increase in efficiency, ultimately contributing to higher profits and company growth. The following segments will delve deeper into these benefits to shine a light on how MPS can streamline operations and impact bottom lines.

Assessing the Impact on Productivity

As we delve into the productivity advantages of Managed Print Services (MPS), the focus remains on two key areas: streamlining print operations and reducing downtime and maintenance.

Streamlining Print Operations

For improved productivity, the simplification of print operations paves the way. An MPS strategy centralizes control over the whole printing process, eliminating unnecessary steps and reducing administrative burdens. Enhanced visibility into the print environment gives rise to informed decision-making. To illustrate, take a company with a printing volume of around 10,000 pages per month. Prior to MPS, the print management process includes multiple vendors, invoicing complexities, and supply chain issues. Post-MPS, however, the process boils down to a single dashboard control, one comprehensive bill, and timely supplies, resulting in a productivity increase of 25 %.

Reducing Downtime and Maintenance

Reduced downtime directly proportionates to increased productivity. With an optimized MPS strategy, early warning capabilities and proactive maintenance lead to reduced printer downtime. For instance, consider a large firm that faces repeated printer breakdowns, causing equipment downtime of 15% and a significant hamper to the workflow. With an effective MPS solution, preventive maintenance drops the downtime to nearly 5%, boosting workflow efficiency and productivity by 10 %.

Remember, in implementing MPS, the goal isn’t just about reducing costs—it pertains to the productivity boost that comes from eliminating inefficiencies, giving businesses the freedom to focus on core competencies and strategic initiatives. Get ready to unlock the full potential of your print environment with Managed Print Services.

Cost-Effectiveness of Managed Print Services

Managed Print Services, with its emphasis on efficiency and productivity, also come with significant cost benefits. The paragraphs below explore how it helps in reducing printing costs and making expenses more predictable.

Cutting Down on Printing Costs

Managed Print Services, or MPS, aid greatly in reducing the overall printing costs of an organization. Let’s look at the three ways they do this:

  1. Through Supply Optimization: MPS constantly monitors printer usage, ensuring there’s no oversupply or wastage of ink and paper. It manages supply levels accurately, preventing unnecessary expenditure.
  2. Via Preventive Maintenance: MPS institutes regular maintenance check-ups, reducing the potential high costs of sudden, unanticipated breakdowns.
  3. By Reducing Energy Consumption: MPS ensures a streamlined workflow where idle machines are turned off, or energy-saving modes are activated, helping conserve energy.

Predictable Monthly Expenses

One often overlooked advantage of MPS is the predictability it brings to an organization’s monthly expenditure. Here’s how it achieves this:

  1. By offering ‘Pay per Print‘ models: MPS providers often charge customers based on actual print usage. This means you’re only charged for what you consume — leading to predictable expenses.
  2. Through Consolidation of Resources: MPS consolidates multiple printing services under one umbrella, eliminating the need to manage and pay multiple vendors.
  3. Via Transparent Reporting: MPS provides comprehensive reports outlining usage and costs, creating a level of transparency that makes budgeting more predictable.

These perks of utilizing Managed Print Services shouldn’t be overlooked; they offer significant cost-saving benefits which can make a noticeable difference to a company’s bottom line.

Enhancing Security and Compliance

Managed Print Services (MPS) hold substantial potential in enhancing security and ensuring compliance, crucial aspects within any corporate environment. In the age of digital transformation and increasing cybersecurity concerns, businesses are keen on securing sensitive information and keeping up with regulatory standards. MPS helps to address these demands effectively.

Securing Print Networks

In a business empire, print networks often form critical communication hubs and require robust security measures. Explicitly, MPS lay comprehensive security blanket over print networks, helping to prevent unauthorized access and data breaches. For instance, Biometric Access, a prominent feature offered by many MPS providers, ensure only authorized personnel can access the printing terminals, thus ramping up security. Additionally, data encryption technologies can’t be forgotten. They play an integral role in securing data during transfer, reducing chance of information leakage. Interestingly, certain MPS solutions even provide security audits, intelligently detecting potential vulnerabilities and making the necessary remediation. This way, MPS provide businesses with peace of mind, securing their print networks to withstand the tough and ever-evolving security challenges.

Adherence to Regulatory Standards

Compliance is another significant battlefield where MPS shine. The onus of adhering to diverse regulatory standards often becomes an overwhelming task for businesses. But with MPS in the arsenal, things aren’t as daunting. In a healthcare scenario, MPS ensures adherence to the Health Insurance Portability and Accountability Act (HIPAA) that demands security of patient information. In a similar vein, for financial institutions, it helps align with rules such as the Gramm-Leach-Bliley Act (GLBA) that requires stringent protection of consumer financial data. Furthermore, MPS assist in maintaining detailed documentation, often necessary for demonstrating compliance with these standards. MPS solutions can automate this documentation process, saving significant time and resources. In essence, MPS not only strengthens walls against potential security threats but also simplifies compliance with regulatory mandates, bringing forth the productivity benefits that directly impact the bottom line.

Improved Sustainability and Eco-Friendliness

Incorporating Managed Print Services (MPS) also brings strong benefits in terms of sustainability and eco-friendliness. The subsequent paragraphs present an in-depth look at how MPS contributes to these two critical areas.

Reducing Paper Waste

MPS dramatically minimizes paper waste by employing tools for responsible paper consumption. This initiative integrates solutions such as duplex printing and digital document management. For instance, duplex printing enables printing on both sides of a sheet, halving the total paper usage. Similarly, digital document management makes sharing and storage of files electronic, meaning less need for physical printouts. For companies committed to sustainability, establishing these MPS measures substantially reduces their carbon footprint, making a positive environmental impact while promoting responsible paper use.

Energy-Efficient Printing Solutions

With an eco-conscious mindset, MPS also implements energy-efficient printing solutions. Adherence to energy-saving standards comes as a norm for the machines used in MPS. For example, printers equipped in MPS services adhere to Energy Star guidelines, indicating that these machines meet eco-friendly mechanical design and operation standards. Through power management settings, these printers can switch to low-power or standby mode when not in use, thus conserving energy. Transition to such energy-saving printing equipment under MPS not only helps businesses save on energy costs but also promotes a more sustainable and eco-friendly work environment.

Case Studies and Real-World Examples

Building on the productivity advantages of Managed Print Services (MPS), let’s explore real-world examples that demonstrate these benefits practically. The following case studies offer a glimpse into how different industries have capitalized on MPS to enhance their productivity.

Success Stories from Various Industries

First up, the healthcare industry. Hospitals nationwide have incorporated MPS to great effect. A renowned hospital, for example, reportedly reduced its print-related expenses by 40% over five years, thanks to an MPS solution. This cuts down on their operational costs and increases the funds available for direct patient care.

Next, the education sector. A prestigious university reported similar benefits from an MPS initiative. By consolidating their print fleet and automating the supply-management process, they saved about 30% of their initial printing budget.

In the legal sector, a high-profile law firm implemented MPS to great success. The firm, after implementing a sophisticated MPS solution, saw an improvement in document security, and quotes a 25% reduction in unnecessary print jobs. This not only reduces costs but also aids in the maintenance of confidentiality.

In the manufacturing arena, MPS helps in streamlining operations. At a large manufacturing plant, the implementation of MPS led to a substantial reduction in downtime, with estimates suggesting around a 20% increase in productivity, a vital factor in a sector where efficiency equates to profits.

Each of these instances confirms that no matter the industry, Managed Print Services can have a positive impact on productivity and bottom-line results. Unnecessary print jobs are curtailed, security is enhanced, and resources are optimized, making the case for MPS quite compelling.


So there it is. The power of Managed Print Services (MPS) cannot be understated. It’s clear that MPS is more than just a cost-saving measure. It’s a strategic tool that can transform your business operations, driving productivity through streamlined print management, enhanced security, and sustainable practices. The real-world examples from various sectors I’ve shared underscore its wide-spread applicability and effectiveness. MPS is not just about reducing paper waste or unnecessary print jobs, it’s about leveraging technology to optimize resources, bolster security, and ultimately, boost your bottom line. As businesses continue to evolve, the role of MPS will only grow. It’s time to embrace MPS and reap the productivity benefits it offers.

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