Managed Print Services (MPS) are programs offered by third-party providers to help businesses manage their printing needs. These services include monitoring printers, maintaining equipment, replenishing supplies, and improving printing efficiency. Instead of handling everything in-house, companies outsource their printing needs to save time, reduce costs, and increase productivity.

How Do Managed Print Services Work?

MPS providers start by assessing a company’s current printing setup. They analyze printer usage, identify inefficiencies, and suggest improvements. After the initial assessment, the provider manages the entire printing system, including:

• Device Monitoring: Keeping track of printer performance and detecting issues before they cause problems.
• Supply Replenishment: Automatically ordering ink, toner, and other supplies when they run low.
• Maintenance and Repairs: Fixing or replacing malfunctioning printers to reduce downtime.
• Security Management: Protecting sensitive documents and preventing unauthorized access.

Who Can Benefit from MPS?

MPS is useful for businesses of all sizes. Companies with multiple printers, high printing volumes, or security concerns benefit the most. Industries like healthcare, education, finance, and manufacturing rely on MPS to keep operations running smoothly.

Key Takeaways

• What is MPS? A service that helps businesses manage, monitor, and optimize their printing processes to reduce costs and improve efficiency.
• Key Components: Includes device monitoring, automated supply replenishment, security management, and print analytics.
• Benefits: Lowers printing costs, increases productivity, enhances security, and supports sustainability efforts.
• Cost Considerations: Pricing varies by subscription or pay-per-use models, influenced by print volume, security needs, and service levels.
• Implementation Process: Starts with a print audit, followed by customization, deployment, employee training, and continuous monitoring.
• Choosing a Provider: Businesses should evaluate scalability, security, pricing, customer support, and integration capabilities.
• Future Trends: AI-driven maintenance, cloud-based print management, eco-friendly printing, and smart office integration are shaping the future of MPS.

Key Components of Managed Print Services

Print Device Monitoring and Maintenance

MPS providers continuously track printer performance to detect problems early. They use software to monitor ink levels, paper usage, and potential malfunctions. This helps businesses avoid downtime and reduce repair costs. If a printer breaks, the provider arranges for repairs or replacements quickly.

Automated Supply Replenishment

One major benefit of MPS is automated supply management. Instead of employees manually ordering ink, toner, or paper, the system tracks usage and orders supplies before they run out. This prevents disruptions and ensures smooth printing operations.

Security and Compliance Management

Printing security is a big concern for businesses that handle sensitive information, such as financial records or personal data. MPS providers offer security features like:

• User authentication: Only authorized users can print or access certain documents.
• Data encryption: Protects information from being stolen or hacked.
• Secure printing: Employees must enter a code to collect their documents, reducing the risk of confidential papers being left unattended.

Fleet Optimization and Analytics

MPS providers analyze print usage to help businesses reduce waste and improve efficiency. They may suggest replacing outdated printers with energy-efficient models, consolidating multiple devices, or adjusting print settings to reduce paper and ink consumption.

Benefits of Managed Print Services

Cost Savings Through Print Optimization

MPS helps businesses cut printing costs in several ways. By tracking print usage, companies can eliminate unnecessary printing, reduce paper waste, and switch to cost-effective printer settings. MPS providers also consolidate multiple printers into a smaller, more efficient fleet, lowering maintenance and supply costs.

Increased Operational Efficiency

Employees spend less time dealing with printer issues and ordering supplies because MPS providers handle everything. Automated monitoring prevents downtime, and remote troubleshooting allows quick fixes without waiting for a technician. This improves workflow and keeps business operations running smoothly.

Improved Document Security

MPS providers strengthen security by implementing:

• User authentication: Prevents unauthorized access to printers and sensitive documents.
• Secure print release: Employees must enter a code to print documents, reducing abandoned print jobs.
• Data encryption: Protects digital files from cyber threats.

For businesses handling confidential information, such as healthcare or finance companies, these security measures help prevent data breaches and ensure compliance with industry regulations.

Sustainability and Environmental Benefits

MPS reduces paper, ink, and energy waste by encouraging double-sided printing, digital document storage, and energy-efficient printers. Many providers also offer recycling programs for used toner cartridges and old equipment, helping businesses lower their carbon footprint.

Cost Considerations of Managed Print Services

How MPS Reduces Printing Costs

Managed Print Services help businesses save money by:

• Reducing unnecessary printing through print tracking and user restrictions.
• Lowering supply costs with automated ordering and bulk purchasing discounts.
• Minimizing repair expenses by maintaining devices before they break down.
• Optimizing printer usage to avoid energy waste and excessive ink consumption.

Companies often spend more on printing than they realize, and MPS provides a structured way to control these expenses.

Subscription vs. Pay-Per-Use Models

MPS providers offer different pricing models:

• Subscription Model: Businesses pay a fixed monthly fee for a set number of pages, maintenance, and support. This makes budgeting easier and prevents unexpected costs.
• Pay-Per-Use Model: Companies only pay for what they print. This can be cost-effective for businesses with fluctuating printing needs.

Choosing the right model depends on print volume, business size, and budget.

Factors Influencing MPS Pricing

The cost of MPS depends on:

• Number of devices managed – More printers mean higher costs.
• Print volume – Higher usage may lead to bulk discounts but also increases supply costs.
• Security features – Advanced security measures, such as encryption or user authentication, may raise the price.
• Service level agreements (SLAs) – Faster response times and 24/7 support typically cost more.

Implementation Process of Managed Print Services

Initial Print Assessment and Audit

Before setting up an MPS solution, providers conduct a print audit to analyze current printing habits. This includes:

• Tracking print volume – Identifying how many pages are printed daily or monthly.
• Assessing device usage – Checking which printers are overused or underutilized.
• Identifying inefficiencies – Finding outdated devices, wasteful practices, and security risks.

This step helps businesses understand their printing costs and areas for improvement.

Customization Based on Business Needs

After the audit, the provider designs a customized MPS plan based on the company’s size, print volume, and security needs. This can include:

• Optimizing the printer fleet by removing unnecessary devices or upgrading old models.
• Implementing security measures like user authentication and encrypted printing.
• Setting up cost controls such as print quotas or double-sided printing defaults.

Deployment and Training

Once the plan is finalized, the provider installs software, integrates new printers, and configures security settings. Employees receive training on:

• How to use the new system.
• Security best practices for printing.
• Troubleshooting minor printer issues.

Ongoing Monitoring and Support

MPS providers continuously track performance, replenish supplies automatically, and handle maintenance. Regular reports help businesses review usage, control costs, and adjust settings as needed.

Choosing the Right Managed Print Service Provider

When selecting an MPS provider, businesses should evaluate:

• Scalability – Can the provider support future growth and increased print demands?
• Security features – Does the service include encryption, user authentication, and secure printing?
• Integration capabilities – Can the MPS integrate with existing IT systems and cloud platforms?
• Customer support – Is 24/7 support available, and how quickly does the provider respond to issues?
• Sustainability efforts – Does the provider offer eco-friendly solutions like energy-efficient printers and recycling programs?

Comparing MPS Providers

Not all MPS providers offer the same level of service. Businesses should compare:

• Pricing models – Fixed monthly fees vs. pay-per-use options.
• Customization options – Ability to tailor services based on company size and needs.
• Track record and experience – Reputation and industry expertise.
• Technology offerings – Use of advanced analytics, remote monitoring, and cloud-based printing.

Questions to Ask Before Signing a Contract

Before committing to an MPS provider, businesses should ask:

• How does your pricing structure work?
• What security measures do you offer?
• How do you handle maintenance and emergency repairs?
• Can you provide case studies or references from similar businesses?
• What reporting and analytics tools are included?

4 Future Trends in Managed Print Services

1. AI and Predictive Maintenance

Artificial Intelligence (AI) is transforming MPS by enabling predictive maintenance. Instead of waiting for a printer to break down, AI-powered systems analyze performance data and detect early signs of failure. This reduces downtime, prevents costly repairs, and improves efficiency.

2. Cloud-Based Print Management

More businesses are shifting to cloud-based MPS solutions, allowing employees to print from anywhere securely. Benefits include:

• Remote print monitoring – IT teams can track and manage printers from any location.
• Improved security – Cloud systems offer advanced encryption and user authentication.
• Cost savings – Reduces the need for on-site print servers and maintenance.

3. Sustainability Initiatives in Managed Printing

Eco-friendly printing is becoming a priority for businesses. Future MPS solutions will focus on:

• Energy-efficient printers that use less power.
• Recycled toner and paper to reduce environmental impact.
• Print reduction strategies like digital document workflows to minimize paper waste.

4. Integration with Smart Office Technology

MPS is evolving to integrate with smart office solutions, including:

• Voice-activated printing using AI assistants.
• Automated document workflows for seamless digital and physical document management.
• Biometric authentication for enhanced security in printing.

Optimize Your Printing with Managed Print Services

Take control of your printing costs, boost efficiency, and enhance security with a tailored MPS solution. Our team is ready to help you streamline your print operations.

Contact us today and discover how MPS can transform your business!