Managed Print Services 101

AI Overview:

This blog explains how Managed Print Services (MPS) turn printing from an expensive, unmanaged burden into a streamlined, cost-controlled system. It highlights why most companies overspend on printing without realizing it and shows how MPS delivers up to 30–50% savings through fleet optimization, automated supplies, proactive maintenance, and strong print security. The article also covers how MPS reduces IT workload, improves uptime, supports hybrid work, and provides predictable monthly budgeting. In short, MPS gives businesses visibility, efficiency, and long-term control over their entire print environment.

Why Managed Print Services Are Essential for Modern Businesses

Managed print services (MPS) are comprehensive solutions that optimize every aspect of your organization’s printing, from hardware and supplies to maintenance and security. Instead of juggling multiple vendors and unpredictable costs, MPS provides a single, strategic approach to your entire print environment.

Quick Answer for “Managed Print Services”:

• What it is: Outsourced management of all printing devices and processes
• Key benefits: Up to 30% cost savings, improved security, reduced IT burden
• What’s included: Hardware management, automated supplies, proactive maintenance, reporting
• Best for: Organizations wanting predictable print costs and streamlined operations

Here’s a reality check: print-related expenses are often the third-highest office expense after payroll and rent. Even more shocking, research shows that 90% of companies don’t know how much they actually spend on printing. This lack of visibility leads to inefficiency and hidden costs, with some studies indicating that 1-3% of corporate revenues are consumed by unmanaged document production.

If you’re dealing with constant printer breakdowns and surprise toner orders, you’re not alone. That’s where managed print services come in. MPS transforms printing from an unmanaged cost center into a strategic business function with clear visibility, predictable budgets, and measurable results. Companies that implement MPS often see dramatic improvements, including significant cost reductions, fewer IT support calls, and vendor consolidation down to a single trusted partner.

What Are Managed Print Services (MPS) and Why Do They Matter?

Imagine a workplace where printer supplies arrive automatically before you run out and potential issues are resolved before they cause downtime. This is the reality of managed print services—a proactive strategy for handling your organization’s printing and document management.

According to Gartner, MPS involves “services offered by an external provider to optimize or manage a company’s document output.” In practice, it means turning your third-highest office expense from a chaotic cost center into a predictable, well-oiled business function. Instead of fragmented vendors and surprise repair bills, you get centralized management and predictable budgeting through clear cost-per-page models.

The Problem with Unmanaged Printing

Most businesses operate in an unmanaged print environment without realizing the consequences. Statistics show that 90% of companies are unaware of their actual print spending. This lack of control leads to several problems:

• High Operational Costs: The initial printer purchase is only 5-10% of the total cost. The rest is spent on supplies, maintenance, and hidden expenses.
• IT Burden: Up to 30% of IT resources can be consumed by printing-related issues, pulling staff away from strategic projects.
• Security Vulnerabilities: Unmanaged network printers are potential entry points for cyberattacks, and sensitive documents can be left on output trays.
• Inefficient Workflows: Employees waste time dealing with broken printers or manual processes that could be automated.
• Environmental Waste: The average office worker prints 10,000 sheets annually, contributing to significant waste.

The MPS Solution: Gaining Control and Visibility

Managed print services transform this chaos into control. The process begins with centralized management, providing a single partner for all your print-related needs. Through fleet optimization, we conduct a thorough assessment to right-size your printer fleet, strategically placing devices for maximum efficiency. This often allows companies to reduce their vendors from 5+ suppliers down to just one.

Remote monitoring tools provide data-driven decisions, tracking usage and identifying bottlenecks. Most importantly, MPS frees up your IT team. By handling monitoring, maintenance, and supplies, MPS providers can reduce IT help desk calls by 25% or more, allowing your technical staff to focus on core business initiatives.

Definition of Managed Print Services (MPS) – Gartner Information Technology Glossary

The Core Benefits: How MPS Drives Business Value

Implementing managed print services is a strategic investment that delivers tangible business value by cutting costs, boosting productivity, and strengthening security.

By changing an overlooked business function into a strategic advantage, MPS helps your organization run smoother and more cost-effectively. Let’s explore the primary benefits.

Slash Costs and Improve Your Bottom Line

The most immediate benefit of MPS is significant cost reduction. Companies typically experience up to 30-50% cost savings on their overall print environment. These savings are achieved through:

• Waste Reduction: We identify and eliminate costly printing habits and ensure supplies are ordered precisely when needed, preventing overstocking.
• Device Consolidation: We right-size your fleet, replacing inefficient, scattered devices with modern, energy-efficient multifunction printers.
• Predictable Budgeting: A clear cost-per-page model eliminates surprise repair bills and provides a predictable monthly expense.

Understanding the Total Cost of Ownership (TCO) is key. The initial printer price is just 5-10% of its lifetime cost; the rest goes to supplies and maintenance. MPS manages this entire lifecycle to lower your TCO. For example, the City of New York implemented MPS and saved $58 million while reducing its print equipment by 51%.

Boost Operational Efficiency and Productivity

MPS dramatically improves how your team works by eliminating common printing frustrations.

• Automated Supply Fulfillment: Remote monitoring tracks toner levels and automatically ships new cartridges before you run out.
• Proactive Maintenance: We monitor for potential issues and schedule maintenance before a breakdown occurs, ensuring exceptional uptime (often exceeding 99%).
• Reduced IT Burden: With MPS handling print management, we typically reduce IT help desk calls by 25% or more, freeing your IT department for strategic initiatives.

We also optimize document workflows by digitizing paper-based processes and integrating print functions with your business applications.

More info about our IT services

Strengthen Security and Ensure Compliance

In an era of increasing cyber threats, print security is essential. MPS makes it a cornerstone of your information security strategy.

• Secure Print Release: Documents are held in a queue until the user authenticates at the printer with a PIN or card, preventing sensitive information from sitting on output trays.
• User Authentication: Control who can access devices and what functions they can use, such as restricting color printing.
• Device Hardening: We treat printers as network endpoints, securing them with the latest protocols, firmware updates, and access controls.
• Data Encryption: Information is protected from the moment it’s sent to the printer until it’s retrieved.

These measures not only protect data but also control costs. The University of the District of Columbia, for instance, reduced print overages by nearly 83% while simultaneously improving its security posture.

Read about securing your hybrid workforce with HP Wolf Enterprise Security

More info about our cybersecurity services

Key Components of a Managed Print Services Program

A comprehensive managed print services program transforms your chaotic print environment into a well-oiled machine. It’s a strategic approach built on several core pillars that work together to support your business goals.

When you partner with 1-800 Office Solutions, you get a solution based on assessment, hardware management, automated supplies, proactive service, and insightful reporting.

Hardware and Fleet Optimization

The foundation of any successful MPS program is understanding what you have versus what you need. Our needs assessment maps every device and analyzes usage patterns to understand your unique workflows.

Based on this data, we right-size your fleet. This may involve replacing multiple desktop printers with a single, efficient multifunction printer (MFP) that can print, copy, scan, and fax. We also help you retire inefficient devices that are costly to maintain and replace them with modern, reliable alternatives. We ensure all your printers, copiers, and fax machines work together seamlessly, regardless of the manufacturer.

Explore our commercial copier lease options

Proactive Monitoring, Maintenance, and Supplies

This is where MPS eliminates the frustration of printer management. Our remote monitoring software acts as a 24/7 technician, tracking toner levels, page counts, and error codes. This enables:

• Automated Toner and Ink Delivery: Our system automatically ships replacement cartridges when levels are low, ensuring you never run out. This just-in-time supplies approach prevents stockouts and costly excess inventory.
• Predictive Maintenance: We spot potential issues before they cause breakdowns, scheduling service at your convenience to prevent downtime.
• On-Site Service: When hands-on support is needed, our technicians provide fast on-site break/fix service, backed by clear Service Level Agreements (SLAs) that guarantee performance and response times.

Sustainability and Green Initiatives

Environmental responsibility is good for the planet and your bottom line. MPS helps reduce your environmental footprint by:

• Reducing Energy Consumption: We deploy modern, energy-efficient devices with smart power management settings.
• Minimizing Paper Waste: We implement policies like default double-sided printing and secure print release to cut paper usage by 30% or more.
• Implementing Cartridge Recycling Programs: We provide an easy way to ensure used toner and ink cartridges are recycled properly.

For organizations with strong environmental goals, we can also provide carbon-neutral printing options that offset the carbon emissions from your printing activities.

HP MPS is certified as a CarbonNeutral® service

The Implementation Process: A Step-by-Step Roadmap

Starting on a managed print services journey is a smooth, structured process with an experienced partner. Our phased approach minimizes disruption while maximizing benefits from day one, focusing on change management and user training to ensure success.

Our methodology is built on a philosophy of continuous improvement, creating a partnership that evolves with your business.

Step 1: Assess and Analyze

This findy phase provides a clear picture of your current print environment. We conduct a comprehensive print audit using specialized Data Collection Agents (DCAs) to gather detailed intelligence on every networked device. This process involves:

• Mapping device locations to understand physical placement and accessibility.
• Analyzing print volumes and user behavior to identify patterns, such as excessive color printing or inefficient workflows.
• Identifying bottlenecks and costs, revealing the true expense of your current setup.

By the end of this phase, we present a transparent report on your current Total Cost of Ownership (TCO), giving you a complete financial baseline.

Step 2: Design and Implement

Using the data from our assessment, we develop a custom strategy custom to your business needs. This isn’t a one-size-fits-all solution; it’s a personalized plan for optimization.

We provide strategic hardware change recommendations, which may include repurposing underused devices or replacing outdated ones. We also help define new workflows, such as setting up scan-to-email functions to eliminate manual steps. Our technicians handle the rollout of new devices and software, scheduling installations during off-hours to minimize disruption. Crucially, we provide hands-on employee training to ensure everyone is confident with the new processes and technology.

Step 3: Manage and Optimize

After implementation, our ongoing management begins. This is where the long-term value of managed print services becomes clear.

• Ongoing Monitoring and Reporting: Our systems continuously track performance, and you receive regular, easy-to-understand reports on your print environment.
• Quarterly Business Reviews (QBRs): We hold collaborative sessions to review performance, discuss strategy, and identify future opportunities.
• Continuous Improvement: We use ongoing data to fine-tune the strategy, adjusting device settings or supply schedules as your business evolves.

This proactive partnership ensures we are always identifying new opportunities for savings and guaranteeing the long-term success of your print strategy.

Modern MPS: Adapting to the Future of Work

The modern workplace has transformed, and managed print services have evolved with it. Today’s MPS solutions leverage cutting-edge technology to address the challenges of hybrid and remote work, ensuring your print infrastructure remains productive, secure, and cost-effective no matter where your employees are.

The Role of Software and Cloud Printing

Sophisticated software is the engine of modern MPS. Data Collection Agents (DCAs) gather crucial information from every device, from page counts to error codes. This data feeds into centralized management portals, web-based dashboards that provide a real-time, comprehensive view of your entire print fleet.

Cloud-based print management has been a game-changer, replacing on-premise print servers with a flexible solution that allows for centralized control of drivers, queues, and policies from anywhere. This enables secure printing from anywhere, allowing employees at home or on the road to send documents to any authorized printer. This shift also supports broader digitization initiatives, with 55% of organizations believing MPS is key to their digital change.

Transition print to the cloud with this guide

Supporting Hybrid and Remote Workforces

The shift to hybrid work expanded the office perimeter, creating new print management challenges. Modern MPS addresses these directly.

We can manage home office printers just as we do your corporate fleet, providing the same automated supply fulfillment, maintenance support, and security. Security remains paramount, with features like multi-factor authentication and data encryption protecting sensitive information for remote workers. We focus on delivering a consistent user experience across all locations, reducing frustration and maintaining productivity. As your workforce model evolves, our MPS solutions offer the flexibility and scalability to adapt with you.

Read about solutions for remote employees

How to Choose the Right Managed Print Services Provider

Selecting the right MPS provider is a critical decision. The right partner becomes an invaluable extension of your team.

• Experience and Expertise: Look for a provider with a proven track record across various industries. At 1-800 Office Solutions, we serve businesses of all sizes throughout Florida, Michigan, Georgia, North Carolina, Pennsylvania, and New York.
• Vendor-Neutral Approach: A good provider focuses on solving your problems, not pushing a specific brand. We work with leading manufacturers to find the best solution for your needs.
• Scalability: Your provider should be able to scale services as your business grows or changes.
• Security Credentials: Ask detailed questions about how they protect data, secure devices, and ensure compliance.
• Local Presence and Support: While we offer nationwide solutions, our strong local presence in metro areas like Miami, Orlando, Atlanta, and Philadelphia ensures you receive responsive, personalized support.

Download 5 questions to ask your next MPS provider

Frequently Asked Questions about Managed Print Services

It’s natural to have questions when considering a change to how your organization handles a major operational expense. Here are answers to the most common concerns about managed print services.

Conclusion

Switching to managed print services is one of the smartest investments a modern business can make. When printing ranks as your third-highest office expense, gaining control over it is not just about saving money—it’s about fundamentally improving how your organization operates.

As we’ve explored, MPS delivers measurable business value, from significant cost savings of up to 30% to a reduced IT burden and a stronger security posture. The true benefit, however, lies in gaining a strategic partner dedicated to optimizing every aspect of your document workflow. This partnership evolves with your business, adapting to challenges like hybrid work, new security threats, and sustainability goals.

The question isn’t whether you can afford to implement MPS, but whether you can afford to continue operating without the visibility and control it provides. Every day you delay is another day of hidden costs and missed opportunities.

We’ve helped countless organizations across Florida, Michigan, Georgia, North Carolina, Pennsylvania, and New York turn their print environments into strategic assets. Our approach is custom to your unique needs to deliver real results.

Ready to find how much you could save? The first step is a no-obligation assessment.

Get your free assessment from 1-800 Office Solutions today!