10 Managed Print Services Benefits for Every Business

1800 Office SOlutions Team member - Elie Vigile
1800 Team

Managed Print Services (MPS) have emerged as a pivotal solution in the contemporary business landscape. Essentially, MPS is a holistic approach to managing an organization’s printing devices and print environment. The relevance of MPS lies in its ability to streamline office workflows, optimize print operations, and significantly reduce print costs.

By outsourcing print management to a specialized MPS provider, businesses can focus on their core activities, while reaping the managed print services benefits like enhanced productivity and reduced downtime. In today’s rapidly evolving corporate world, MPS is not just a luxury but a necessity for efficient business operations.

Managed Print Services Benefits

Understanding Managed Print Services

Definition and Scope

Managed Print Services extend beyond mere oversight of printers and copiers. They represent a comprehensive strategy for managing an organization’s entire print fleet and associated processes.

This service encompasses everything from supplying toner and paper to maintaining equipment and optimizing software settings. An effective MPS program aims to harmonize the print needs of a company with its workflow requirements, thus enabling a more efficient print environment.

Evolution and Current State

The journey of Managed Print Services from a nascent concept to an integral part of business strategy is noteworthy. Initially, MPS was about managing the print fleet. However, today, it encompasses a broader spectrum of services, including print management, automation, and data security.

The current state of MPS reflects a sophisticated integration of technology and services, aimed at enhancing productivity and reducing operational costs. As a managed print service provider, companies like HP offer solutions that are tailored to modern business needs. They employ advanced analytics to anticipate and meet the evolving print needs of businesses, making MPS an indispensable tool in today’s digital age.

Benefits of Managed Print Services

MPS brings a multitude of advantages to the table. Firstly, it helps businesses optimize their print costs, a significant expenditure for many companies. By managing the print environment efficiently, MPS reduces waste and encourages sustainable practices.

Additionally, MPS enhances productivity by streamlining workflow and minimizing downtime. With the automated supply of toner and other consumables, businesses can avoid the inconvenience of running out of essential supplies.

Moreover, by outsourcing the management of their printing devices to a reliable MPS partner, companies can focus on their core operations, entrusting the complex task of managing their print solutions to experts. This not only improves operational efficiency but also ensures that the latest technological advancements are incorporated into the print infrastructure.

10 Managed Print Services Benefits

Benefits of managed print services

1. Cost-Effective Printing Solutions

Managed Print Services (MPS) play a crucial role in optimizing resource utilization and cutting down print costs. By analyzing an organization’s print environment, MPS can identify areas where expenses can be reduced. This might include reducing the number of printers or switching to more cost-effective models.

Furthermore, MPS benefits extend to print management solutions that monitor print usage and print volumes, ensuring that printing processes are as efficient as possible. This holistic approach not only lowers direct printing costs but also contributes to overall savings in office operations.

2. Enhanced Security Measures

In the realm of print security, MPS shines brightly. It fortifies the security of printers and copiers, safeguarding sensitive data from unauthorized access. MPS providers implement robust print security protocols, including user authentication and encryption. This ensures that every print job is secure, thus maintaining compliance with various data protection regulations. For instance, HP’s MPS security solutions exemplify how MPS can bolster an organization’s print security.

3. Improved Efficiency and Productivity

MPS Improved Efficiency and Productivity

Efficiency and productivity are at the heart of MPS. By streamlining printing processes, MPS eliminates unnecessary steps in printing operations, thus speeding up the workflow. This optimization leads to reduced downtime and allows employees to focus on more critical tasks. An effective MPS solution tailors the printing infrastructure to the unique needs of the business, thereby boosting overall productivity.

4. Environmental Sustainability

MPS is instrumental in promoting environmental sustainability. By managing paper consumption and encouraging practices like double-sided printing, MPS significantly reduces waste. Additionally, MPS can guide businesses in using energy-efficient printers and copiers, thus reducing the carbon footprint. This aspect of MPS aligns well with the growing need for businesses to adopt sustainable practices.

5. Advanced Technology Integration

The integration of cutting-edge technology is a significant benefit of MPS. Today’s MPS programs incorporate cloud computing, data analytics, and mobile solutions to enhance the management of the print fleet. This technology not only streamlines the print environment but also provides valuable insights that can be used to further optimize printing operations.

6. Scalability and Flexibility

MPS is highly scalable and flexible, adapting seamlessly to the evolving needs of a business. Whether a company is expanding its operations or shifting its focus, MPS providers can adjust the print solution to match the changing requirements. This adaptability is a key strength of MPS, ensuring that businesses are always equipped with the most efficient print management solutions.

7. Automated Supply Management

Automation in supply management is another core aspect of MPS. This involves the automated replenishment of toner and other print-related supplies, ensuring that the printers are always ready for use. This not only reduces downtime but also alleviates the burden of supply management from the staff, allowing them to concentrate on their primary responsibilities.

8. Enhanced Customer Support

Finally, MPS offers comprehensive customer support and technical assistance. This includes troubleshooting, regular maintenance, and updates. With reliable support for print needs, businesses can enjoy peace of mind, knowing that any issues with their print fleet will be promptly addressed by knowledgeable professionals.

In sum, MPS offers a range of benefits for businesses, from cost savings and enhanced security to environmental sustainability and advanced technological integration.

9. Enhanced Data Analytics and Reporting

One of the lesser-known but equally important benefits of Managed Print Services (MPS) is the provision of enhanced data analytics and reporting capabilities. MPS providers employ sophisticated tools to collect and analyze data related to print usage and operations.

This data is then used to generate detailed reports that offer insights into print behavior, usage patterns, and areas where efficiency can be improved. With these analytics, businesses can make informed decisions to further optimize their print environment, leading to smarter resource allocation and strategic planning for future needs. This aspect of MPS turns print data into a valuable asset for business intelligence.

10. Focus on Core Business Operations

Lastly, MPS allows businesses to shift their focus back to core operations. In many organizations, managing print needs can be time-consuming and distracting for IT staff. MPS offloads this burden, handling all aspects of print management from hardware maintenance to supply replenishment.

This shift allows IT staff and other employees to focus on more critical tasks and core business activities, rather than being bogged down by the intricacies of managing a complex print environment. This benefit is particularly significant for smaller businesses or those with limited IT resources, where maximizing employee productivity is crucial. MPS, therefore, becomes not just a print solution but a strategic tool for overall business efficiency.

These 10 benefits of managed print services underscore why many businesses now rely on printing solutions that are managed and optimized by expert providers.

Choosing the Right Managed Print Service Provider

Selecting the right Managed Print Service (MPS) provider is pivotal. The key criterion is compatibility with your business needs and goals. Look for providers with a proven track record in your industry, offering a range of print services and demonstrating a deep understanding of different printing environments.

Choosing the Right Managed Print Service Provider

Assess their capability to optimize printing and deliver cost savings. Importantly, ensure they align with your organization’s size, print volumes, and security requirements. The right provider not only manages your print fleet effectively but also becomes a partner in achieving your business objectives.

Implementation and Management of MPS

Implementing MPS requires a structured approach. Initially, conduct a thorough assessment of your current print environment. This includes evaluating existing printers and copiers, print volumes, and paper consumption. Post-assessment, work closely with your MPS provider to design a customized MPS solution that addresses specific needs.

Training for staff and integration of MPS software into your systems are crucial for smooth transition. Ongoing management is equally important, involving regular reviews, troubleshooting, and updates to ensure continuous optimization and alignment with evolving business needs.

The Future of Managed Print Services

The future of MPS is bright, marked by technological advancements and sustainability. Emerging trends include enhanced cloud-based solutions, AI-driven analytics for better print management, and a strong focus on reducing carbon footprint through sustainable printing. These innovations aim to further optimize print environments and cut costs, ensuring MPS remains a valuable asset for businesses.


In summary, Managed Print Services (MPS) offer substantial benefits to modern businesses. They not only streamline and optimize printing processes but also contribute to significant cost savings, enhanced print security, and improved environmental sustainability.

The right MPS provider can transform an organization’s print environment, enabling it to focus on core activities and achieve greater efficiencies. MPS is no longer just a support function; it’s a strategic tool for business success.

At 1800 Office Solutions, we pride ourselves on delivering top-notch Managed Print Services (MPS) designed to streamline and optimize your office’s printing needs. Our MPS solutions are tailored to reduce your overall printing costs, enhance your print security, and improve efficiency across your printing infrastructure.

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