Unlocking Business Potential: A Case Study on Cost Savings with Managed Print Services


Alexander Watson

Unlocking Business Potential: A Case Study on Cost Savings with Managed Print Services

Did you know that managed print services can be a game-changer for your business’s budget? They’re not just about keeping your printers stocked with ink and paper. These services can significantly reduce your overall printing costs, streamline your operations, and even contribute to your sustainability efforts. But don’t take my word for it, let’s dive into a real-world case study to see these benefits in action.

Understanding Managed Print Services

Delving deeper, it’s crucial to thoroughly grasp the concept of Managed Print Services (MPS) and their functioning.

The Concept of Managed Print Services

Managed Print Services, or MPS, represent a holistic approach to managing a company’s document output. This service encompasses several critical aspects. The provision of the hardware and consumables, such as printers and ink, forms a part of these services, of course. But, MPS goes beyond these aspects. Deploying appropriate software, tracking print jobs, maintaining devices, promoting sustainability, and providing regular reports form the core services provided in an MPS package.

For example, let’s consider XYZ Corporation, a large multinational company. This corporation deploys thousands of printers across its global offices. Managing these printers, ensuring they have adequate supplies, tracking their usage and maintenance, and providing necessary support can turn into a colossal task. They opt for an MPS package from a reputable service provider. They receive a comprehensive service encompassing everything from printers to software, tracking to reports, drastically reducing their overhead.

How Managed Print Services Work

Unraveling the operations of Managed Print Services offers insight into their efficiency. Primarily, MPS providers begin with conducting a thorough assessment of a company’s current print environment. This includes taking into account the number of printers, their location, the frequency of print jobs, and the type of documents printed.

Following this assessment, providers strategize an optimized print environment. This involves restructuring the printer network, deploying energy-efficient devices, and customizing software for effective management and tracking. Drawing on our ongoing example, the MPS provider for XYZ Corporation consolidated their dispersed printer network to efficiently manage print tasks, followed by implementation of energy-efficient devices. This not only reduced their carbon footprint but also resulted in significant cost savings.

Continuing their services, MPS providers offer proactive maintenance. This involves regular check-ups and immediate response to any issues, preventing any operational downtime. XYZ Corporation, with their large printer network, enjoyed the benefits of proactive maintenance, ensuring smooth and uninterrupted print operations.

To wrap up this aspect, MPS providers constantly monitor and report on the usage and performance of the print environment. This maintains transparency and allows for further optimization. XYZ Corporation now gets regular reports, allowing them to track their usage and make well-informed decisions for future print operations.

In essence, MPS providers become an integral part of a company’s operations through their comprehensive services. In the case of XYZ Corporation, a clear decrease in operational piles, proactive maintenance, and data-driven decision-making were the pronounced benefits.

The Importance of Cost Savings in Printing

Success stories like XYZ Corporation’s highlight why cost savings in printing hold such high importance for businesses today. Particularly, Managed Print Services offer substantial cost advantages. Let’s dive deeper under the umbrella of these broad topics.

Assessing Print Costs

Contrary to popular belief, I’ve learned through experience that the cost of printing isn’t just about paper and ink. It relates to several elements. Some of these include hardware, maintenance, energy consumption, and human resources associated with managing print tasks. Data shows that businesses with unoptimized print environments spend 1-3% of their annual revenue on printing. Yet, that amount shrinks significantly once companies employ Managed Print Services. It provides a comprehensive solution, taking into account every facet of print-related expenses.

Hidden Costs of In-House Printing

Diving deeper into the subject of in-house printing, one discovers several hidden costs, which often go unnoticed. Examples of such expenses are device depreciation, downtime due to maintenance or breakdowns, and inefficient use of employee time managing print-related issues. In a survey conducted by Gartner, office workers wasted wasted up to 40% of their time dealing with printer-related issues. That implies a significant, indirect cost companies bear due to inefficient print management. Therefore, implementing strategies like MPS to streamline print tasks can substantially alleviate these hidden expenses. This optimization process rings true for both visible and concealed costs, highlighting the importance of cost savings in printing.

Case Study Overview

In this section of the article, we delve deeper into the specifics of one company’s transformation—XYZ Corporation. We’ll explore their initial business environment, how Managed Print Services changed the game and led to significant cost savings, and the overall impacts observed.

Company Background

Established in 1995, XYZ Corporation, a renowned name in the pharmaceutical sector, grew exponentially over the years. They spanned operations across various regions, catering to a broad spectrum of customers. The corporation held a distinguished profile for its excellence in pharmaceutical solutions that catered to an extensive clientele. With its sprawling footprint and extensive service range, the paper and print environment within XYZ Corporation’s business operations was significant.

The Pre-MPS Print Environment

Before deploying Managed Print Services, XYZ Corporation’s print environment was chaotic and unoptimized. The huge network of printers, scanners and copiers, spread across different departments and regional offices, lacked centralized control and monitoring. Operational inconsistencies and frequent hardware issues, coupled with escalating costs, led to noticeable inefficiencies. Idle equipment consumed unnecessary energy, disposable printing supplies piled up, and the IT department spent substantial time resolving printer related maintenance issues. Overall, before implementing MPS, the unmanaged print environment was costing XYZ Corporation around 2% of its annual revenue due to wastage, inefficiency, and lost productivity.

Implementing Managed Print Services

After establishing the need and potential benefits of MPS, it’s time to delve into how XYZ Corporation managed to optimize their print environment. It wasn’t an overnight process but a strategic shift involving decisions about the right MPS provider and a seamless transition to fully managed print services.

Choosing the Right MPS Provider

Having understood that an unmanaged print environment was causing drain on their resources, XYZ made an informed choice to outsource their print management. Selection of the right MPS provider wasn’t a shot in the dark, it involved rigorous analysis and evaluation.

Identifying their specific print requirements was their first step. XYZ Corporation understood that they needed a vendor who had expertise not only in managing and tracking print output but also in promoting sustainability and devising comprehensive reports. With a sprawling operational structure, they needed a provider capable of centralizing their entire print network, while keeping costs in check.

Conducting a thorough market research, XYZ shortlisted potential MPS vendors based on their industry reputation, range of services offered, and customer testimonials. The final phase of selection involved meetings and discussions to understand how comfortable they were with the vendor’s working style and what sort of post-implementation support they offered.

After this multifaceted evaluation, XYZ Corporation zeroed down on a provider who matched their specific needs and could promise significant improvements in their print environment. Their decision was based on concrete data and the provider’s ability to align with their goals, rather than generic market standing.

Transition to Managed Print Services

Once XYZ Corporation identified their preferred MPS provider, the next step was a smooth transition to managed print services. It wasn’t merely about replacing old printers with new ones—it was establishing a more streamlined, efficient system.

The MPS provider began with an audit of XYZ’s entire printer fleet. The aim wasn’t just to identify the number of devices but to understand the print volumes, frequency of use, and energy consumption. This allowed them to map out an MPS strategy customized to XYZ’s needs.

With the new plan, XYZ’s print environment was centralized, reducing the chaos and inefficiency that had burdened them earlier. By keeping a check on the frequency of printing, promoting double-sided printing, and choosing more energy-efficient devices, the provider helped XYZ Corporation significantly reduce their carbon footprint.

The transition continued with training sessions to ensure XYZ’s employees felt comfortable with the new system. Post-implementation, the provider offered round-the-clock support and regular audits to ensure the system was working optimally.

In the end, while the journey to MPS wasn’t effortless, the benefits reaped in terms of cost and time savings, reduced wastage, and improved efficiency undoubtedly made it worthwhile for XYZ Corporation. This transition may serve as an insightful case for other businesses considering a shift towards MPS.

Analyzing the Cost Savings

In the wake of implementing Managed Print Services (MPS), XYZ Corporation witnessed an upswing in its financial health. From immediate cost cutbacks to long-term financial perks, MPS emerged as the game-changer for their operational efficiency, let’s get into the specifics:

Immediate Cost Reductions

Upon initiation, MPS pulled back XYZ’s spending by noteworthy digits. It cut down direct expenses, from print supplies to hardware and energy consumption. Prior to MPS, XYZ allocated a prominent chunk of their revenue, around 2%, to such dispensable costs. Post-MPS implementation, they experienced an immediate drop in their expenditures, as MPS’s comprehensive solutions optimized their print environment and made it more cost-effective.

Long-Term Financial Benefits

When exploring the long-term financial impact, MPS proved to be a continual ally for XYZ. By enabling proactive maintenance, which substantially decreased the frequency of printer downtime, MPS saved XYZ’s funds by increasing equipment lifespan and reducing replacement costs. Moreover, MPS carried out regular assessments to ensure system performance stayed optimized and provided ongoing support, softening the impact of hidden costs tied to in-house printing – such as technology depreciation.

Furthermore, MPS ushered in a culture of responsible printing within XYZ, encouraging double-sided printing, controlled access to color printing, and other sustainability measures. This shift resulted in a lasting reduction in paper and ink wastage and aligned with XYZ’s commitment to sustainability, turning print management into an asset rather than a cost center.

Lastly, MPS offered significant savings in an often overlooked area – employee productivity. By removing printer-related issues from their to-do list, MPS enabled XYZ’s employees to channel their focus towards their core tasks, creating a ripple effect of efficiency improvements and cost savings.

Bathing in the light of MPS’s long-term financial benefits, XYZ thrived not only in monetary terms but also through marked elevations in resource efficiency, productivity, and environmental protection.

Additional Benefits of Managed Print Services

Harnessing the power of Managed Print Services (MPS) goes beyond cost savings and efficiency improvement. In the case of XYZ Corporation, there were additional notable benefits like reduced environmental impact and organizational productivity enhancement.

Environmental Impact

Implementing Managed Print Services, XYZ Corporation ushered in a wave of sustainable changes. MPS offers a more eco-friendly alternative to traditional printing practices. The strategic print environment optimization minimized paper wastage, thus lowering deforestation pressure caused by paper production. In fact, MPS implementation slashed the company’s paper consumption by an impressive 30%. Additionally, the emphasis on responsible printing promoted the use of duplex-printing and decreased print job volumes.

Moreover, energy consumption was also significantly reduced, thanks to the implementation of energy-efficient printers, contributing to XYZ Corporation’s carbon footprint reduction. The shift to MPS proved to be a boost for the company’s sustainability drive, reinforcing its commitment towards greener business practices.

Productivity and Efficiency Gains

Beyond cost savings, MPS paved the way for significant productivity and efficiency gains at XYZ Corporation. I discovered that the maintenance and management of printing workflows consume significant employee hours, diverting them from their core responsibilities. With MPS, routine print-related tasks were streamlined, freeing up employee time and allowing them to focus on their primary job roles. This reduced the burden on IT staff who, prior to the MPS implementation, were frequently tied up in resolving printing hiccups.

Additionally, MPS implementation proved to be instrumental in reducing equipment downtime. Regular preventive maintenance, operated via the MPS provider, substantially increased each device’s lifespan and productivity. The reduced downtime meant employees had uninterrupted access to printing resources, leading to productivity gains.

MPS delivers improved productivity, greater sustainability, and a more efficient work environment. These are additional gains beyond cost reductions and are factors that highlight the importance of adopting managed print services for any modern day business.

Key Takeaways from the Case Study

Through this in-depth exploration of XYZ Corporation’s transition to Managed Print Services (MPS), we uncover the substantial benefits that MPS can bring to a business. The case study underlines three critical areas: operational efficiency, cost savings, and sustainability.

  1. Operational Efficiency: By moving from a decentralized print environment to a centralized system, XYZ Corporation simplified its workflow. Print-related tasks were streamlined, leading to reduced equipment downtime and increased productivity. MPS also lessened the burden on employees to maintain printers, allowing them to focus on their primary roles instead of troubleshooting print issues.
  2. Cost Savings: The adoption of MPS resulted in an undeniable impact on XYZ Corporation’s bottom line. The corporation was losing around 2% of its annual revenue to inefficient printing. With MPS’s introduction, they successfully mitigated this cost, incurring significant savings. What’s more, they sidestepped the hidden costs of in-house printing, such as device depreciation and unnecessary time wastage among employees.
  3. Sustainability: Implementing MPS led to a commendable reduction in paper consumption by 30%. It fostered responsible printing practices among the employees, thereby, trimming the company’s carbon footprint. In an age where sustainability impacts brand reputation, XYZ Corporation bolstered their environmental strategy through their MPS initiative.

An additional benefit derived from this case study was the company’s ability to custom-fit their MPS. They identified their unique printing needs, chose an MSP provider tailored to those requirements, and received valuable training sessions. XYZ Corporation’s experience serves as a practical example to businesses looking to optimize their print environment. It underscores the notion that with mindful implementation, MPS can offer extensive benefits — enhancing operational efficiency, reducing costs, and supporting sustainability goals.


So we’ve seen how Managed Print Services can be a game-changer for businesses like XYZ Corporation. It’s clear that MPS not only streamlines printing operations but also significantly cuts costs and boosts sustainability efforts. The transition from a chaotic, decentralized print environment to a well-managed, centralized system brought about remarkable improvements in XYZ’s workflow and productivity. More importantly, it led to substantial cost savings, freeing up resources that can be better invested elsewhere. The reduction in paper consumption and the company’s shrinking carbon footprint are testaments to the sustainability benefits of MPS. It’s safe to say that for businesses grappling with inefficient printing and its associated costs, MPS offers a viable, beneficial solution. The XYZ Corporation case study is proof that with the right strategy and provider, the shift to MPS can be a smooth and rewarding journey.

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