Reduce Printing Costs with Managed Print Services

January 2nd, 2024 by admin

A hand operating a printer

As the name implies, managed print services means outsourcing all printing to a third-party provider. Why are managed print services important for your business? Having one less task on your plate is what every business owner or manager looks for, and managed print services offer you just that, along with all the support and maintenance services you need to keep your business up and running at all times.

The Challenge of Unmanaged Printing Costs

Any business owner will tell you how the printing costs can easily spiral out of control in a bustling business environment. From the seemingly innocuous paper and ink expenses to the maintenance and replacement of printers, it's a financial drain that often goes unnoticed. As a business owner, you will need a solution that could rein in these costs while ensuring that your printing infrastructure remains robust and efficient.

What Are Managed Print Services (MPS)?

Managed Print Services, in essence, is an outsourced solution that takes a comprehensive approach to managing your printing needs. It goes beyond merely supplying ink and paper; MPS involves assessing, optimizing, and maintaining your entire print environment. This includes printers, copiers, and multifunction devices.

One of the key advantages of managed print services is the ability to provide a holistic view of your printing landscape. By conducting a thorough print assessment, service providers can identify inefficiencies and implement strategies to reduce waste, control usage, and streamline the entire printing process.

The Benefits of Embracing Managed Print Services

Of course, investing in managed print services has multiple benefits, which is enough for any business to appreciate what these third-party service providers offer. The following are just some benefits you can expect once you sign up for a managed print service.

Cost Reduction

The most immediate benefit is going to be cost reduction. With managed print services, you gain control over your printing expenses through a predictable and transparent cost structure. This typically includes a fixed cost per page, making it easier to budget and plan for your printing needs. It also bypasses the need for printers, ink cartridges, paper, and extra power consumption.


MPS doesn't just cut costs; it enhances the efficiency of a business. By optimizing your print environment, you reduce downtime due to printer malfunctions and minimize the time employees spend dealing with printing-related issues. This improved efficiency translates to increased productivity across your organization.


In today's environmentally conscious business landscape, reducing your carbon footprint is a priority and sends a positive message to your customers. Managed Print Services can contribute to your sustainability goals by implementing paperless solutions, promoting responsible printing practices, and ensuring that your devices are energy-efficient.

Proactive Maintenance

With MPS, you no longer need to worry about sudden breakdowns or maintenance issues. Service providers often employ proactive monitoring and preventive maintenance, ensuring that your printing infrastructure runs smoothly without unexpected disruptions.


A one-size-fits-all approach rarely works in business, which is why customization is essential when searching for any third-party service provider. Look for a provider that offers customizable solutions tailored to your specific requirements.


As your business grows, so will your printing needs, but the good news is, that the managed print services provider can scale their services to accommodate your evolving requirements.


Data security is a paramount concern in the digital age. Ensure that the managed print services provider implements robust security measures to protect sensitive information transmitted through your printing infrastructure.

User Training and Support

A comprehensive MPS solution includes user training and ongoing support. Your employees should feel confident using the new printing system, and there should be readily available support in case of any issues.

Making the Transition to Managed Print Services

Transitioning to MPS involves a phased approach. Begin with a thorough assessment of your current print environment. This will provide insights into your existing costs, usage patterns, and areas for improvement. Work closely with the selected managed print services provider to develop a customized plan that aligns with your business goals.

Communication is key throughout the transition. Keep your employees informed about the changes, emphasizing the benefits of MPS in terms of cost savings, improved efficiency, and environmental responsibility. Providing training sessions can help employees adapt to the new printing system seamlessly.

Ending Note

As a business owner, embracing Managed Print Services is a strategic move toward optimizing costs and enhancing operational efficiency. By partnering with the right MPS provider, you not only gain control over your printing expenses but also unlock a range of benefits that contribute to the overall success and sustainability of your business. The era of unmanaged printing costs is over – welcome to a more efficient and cost-effective future with managed print services.

If you want to learn more about Managed Print Services, contact us today.

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