Unlock Your Business Potential: The Hidden Benefits of Managed Print Services


Alexander Watson

Unlock Your Business Potential: The Hidden Benefits of Managed Print Services

In the hustle and bustle of today’s business world, it’s easy to overlook the smaller details that can make a big difference. One such detail is how we manage our printing services. You might be surprised to learn how much time, money, and resources you can save with Managed Print Services (MPS).

MPS aren’t just about keeping your printers stocked with ink and paper. They’re a comprehensive solution designed to streamline your business operations, enhance productivity, and reduce costs. Let’s delve into the world of Managed Print Services and discover how they can benefit your business.

Whether you’re a small startup or a large corporation, understanding the potential of MPS can give you a competitive edge. So, let’s start our journey into the realm of efficient business management with a closer look at the benefits of Managed Print Services.

Understanding Managed Print Services

When delving deeper into the world of Managed Print Services (MPS), it’s essential to clearly understand what this term entails.

What Are Managed Print Services?

Managed print services encompass a range of solutions. Central among them is the oversight and unified management of business-related print tasks. These tasks include, but aren’t limited to, the printing of documents, management of print devices such as copiers, scanners, and fax machines, and the supply of consumables used by these devices. These solutions offer an advantage, specifically in the optimization and rationalization of a company’s print environment.

To comprehend the extent of their roles, think of MPS as your company’s dynamic print system carrying out strategic, streamlined functions. This system does more than merely supply ink and paper. It’s a comprehensive solution designed to boost productivity, improve security, and cut costs.

How Managed Print Services Work

In the simplest terms, MPS work by providing effective print management — this process covers various stages. First, a detailed assessment of your current print environment occurs. This assessment identifies the number and types of print devices in your organization, their usage patterns, and existing loopholes that may lead to inefficiencies or security risks.

Once this initial audit is complete, a customized print strategy is defined. It’s here that efficiencies are identified, processes optimized, and waste minimized. During the implementation stage, measures such as device consolidation, workflow automation, security improvements, etc., come into play.

After implementation, continuous monitoring and maintenance are performed. Included in this is the provision of necessary consumables before you run out, eliminating the worry of keeping track of supplies.

As you consider the significance of managed print services in business, it’s important to remember that these services channel your print operations in a more cost-effective, efficient, and secure manner.

Key Benefits of Managed Print Services in Business

Managed Print Services (MPS) supports businesses in diverse ways. Serving as a dynamic system, they revolutionize print operations, promoting cost-effectiveness, productivity, and security. Having shed light on MPS and its functioning, it’s important to delve into the key benefits it provides.

Cost Savings and Predictable Budgeting

MPS constitutes a robust strategy that slashes operational expenses dramatically. It examines every aspect of your print environment – from the assortment of hardware utilized to the quantity of print jobs generated daily. Grounded on this analysis, MPS devises an optimal print structure that results in decreased wastage and cost savings. It’s observed that businesses often experience a drop of up to 30% in their annual printing costs.

Moreover, MPS offers predictable budgeting, a feature loved by many enterprises. An expense that once fluctuated wildly is reined in, turning into a fixed monthly cost. You’ll know what to expect, easing your financial planning.

Improved Document Security

Security, an aspect fundamental to businesses, is another domain where MPS have a profound effect. Many businesses print sensitive information routinely, exposing them to security breaches. MPS include print security measures like user authentication and encrypted print jobs, curbing unauthorized access.

Instances exist where organizations have reported a significant reduction in breaches after deploying a strong MPS strategy. Safer print environments reduce the risk of data theft and uphold the trusted relationship with customers and stakeholders.

Enhanced Efficiency and Productivity

MPS give a substantial boost to productivity and efficiency. Integration of advanced software facilitates automatic supply replenishment, removing the routine task of manual ordering. The downtime of devices drops, ensuring a fluid workflow.

Businesses that adopt MPS testify that automated processes free up staff time, allowing them to focus on core tasks. The result is increased productivity and efficiency that transcends to all business aspects.

Environmental Sustainability

Environment-friendliness isn’t traditionally associated with printing. However, MPS brings this link to light. By minimizing wastage and promoting responsible use of resources, it considerably lessens the printing carbon footprint.

MPS introduce strategies like duplex printing and print audit to control surplus printing, which invariably dent the environment. An international study reported that companies subscribing to MPS have reduced their environmental impact by up to 60%.

In essence, MPS provides a clear pathway towards business betterment. My explication of the myriad benefits served by MPS aptly underscores its importance to contemporary businesses. Whether it’s money savings, secure operations, improved productivity, or environmental sustainability, MPS proves to be a game-changer.

Case Studies: Success Stories of Managed Print Services

Building on the importance of Managed Print Services (MPS) and the numerous benefits they provide, let’s delve deeper. Here, I’ll share real-world examples of how MPS can make a difference in terms of efficiency and cost savings for businesses of all sizes. From small enterprises to large corporations, these case studies demonstrate the tangible impact of MPS.

Small Business Efficiency Improvements

One prime example of small business efficiency improvements through MPS is a local law firm. They initially struggled with an unorganized and inefficient printing environment. Finding, retrieving, and reproducing documents became time-consuming tasks that hampered their productivity.

Once they incorporated MPS, they experienced remarkable changes. The firm streamlined their document handling processes, automating several manual tasks involved in print management. The result? A drastic increase in productivity and improved allocation of staff resources. MPS freed staff members from mundane tasks, allowing them to focus on their core functional areas.

Furthermore, by introducing cloud-based printing and data storage mechanisms, MPS also enhanced the firm’s mobility. Employees could now access, print, or share documents right from their mobile devices – a feature that proved incredibly beneficial in situations like client meetings.

Large Enterprise Cost Reduction

On the other end of the spectrum, consider a large multinational corporation. With thousands of employees and multiple locations worldwide, the firm found it increasingly challenging to manage its print operations. Maintaining numerous print devices and accounting for their continuous usage, maintenance costs, printer-related errors, and device depreciation was eating into their budget.

They reached out to an MPS provider to handle their print operation. Within six months, the firm began to see significant reductions in its print-related expenditure. A consolidated print management solution enabled the company to reduce their printer fleet by a whopping 40%. Moreover, automated supply replenishment and maintenance reduced device downtimes, contributing to additional cost savings.

The MPS provider also implemented secure print release features, which offered double benefits. First, it curbed wastage by holding print jobs until released by the user. Second, it reduced the risk of confidential information falling into the wrong hands, enhancing their document security.

By turning to Managed Print Services, both small and large businesses alike have realized tangible benefits. Regardless of the size or nature of a business, integrating MPS into operations offers marked improvements in efficiency and significant cost savings. Indeed, these case studies serve as compelling arguments for adopting MPS as a strategic business tool.

Selecting the Right Managed Print Services Provider

Incorporating Managed Print Services into a business strategy doesn’t end with realizing its benefits. The move is just as crucial as choosing a provider that aligns with your business needs. Your choice of MPS provider can make or break your print management efforts. Let’s look into some considerations to ponder upon when choosing an MPS provider:

Evaluating Provider Expertise and Reputation

I place a deep emphasis on the provider’s credibility and track record in the industry. The more experienced a provider, the higher its capacity to effectively maneuver the complexities and challenges of print management. To gauge their expertise, I observe their client list, review testimonials, and consider industry accolades, if any. I always lean towards providers who proactively demonstrate their knowledge of the industry, prioritize customer satisfaction, and bear a good reputation. For instance, answering your tough questions enthusiastically or guiding you to their best-suited package signs their confidence in handling your print management needs.

Customization and Scalability Options

The business environment is dynamic, and today’s solutions may not fit tomorrow’s challenges. Therefore, I consider the provider’s flexibility in offering customization options for the MPS. An ideal provider customizes solutions to fit your specific business needs and can scale these services along with your business growth. For example, a provider that allows increased use of cloud-based solutions as your business expands has demonstrated scalability. Remember, it’s the provider’s adaptability to your needs that truly leverages the benefits of Managed Print Services.


I’ve taken you through the journey of Managed Print Services and their undeniable benefits to businesses of all sizes. We’ve seen how MPS can save you money, boost productivity, and enhance security while promoting sustainability. It’s also clear that the right provider can make all the difference, offering customization and scalability to meet your unique needs. So, if you’re looking to streamline your print tasks, it’s worth considering MPS. It’s not just about printing smarter – it’s about running your business more efficiently. Remember, a good MPS provider is a partner in your success, helping you navigate the ever-evolving business landscape with tailored solutions. With MPS, you’re not just investing in a service, you’re investing in the future of your business.

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