What are managed print services and what are their key benefits?


In spite of the ever-changing technology landscape, printers and copiers have remained an integral part of the workplace. They are, however, often overlooked and undermanaged.

As a result, companies end up spending more than they should on hardware and associated costs, inefficient printing, and issues that could have been avoided with proper management. Fortunately, there is a simple and effective solution to keeping printing-related activities and costs in check: managed print services.

What are managed print services?

Managed print services, also referred to as MPS, are services offered by an external provider to manage and optimize a company’s document handling and printing processes. To put it simply, an MPS provider takes care of all your office printing needs, from fixing troublesome printers to ordering toner cartridges to maximizing your print budget. They also keep track of how your business uses its printing machines so they can proactively prevent problems and analyze and improve efficiencies.

Ultimately, managed print services relieve your staff of tedious print-related responsibilities and allow them to focus on core business functions and mission-critical tasks. At the same time, outsourcing to a print management company reduces capital expenditure and makes costs more predictable, helping your business save money while ensuring that your print environment is always in tip-top shape.

What are the key benefits of managed print services?

Managed print services offerings vary by provider, but the benefits are more or less the same.

1. Enhanced efficiency and productivity

Your employees could be spending more time than necessary printing, scanning, copying, or faxing documents if they’re using old hardware or poorly configured software. Not only that, but having to fix malfunctioning devices and replace ink cartridges and toners themselves could also cause them to lose valuable working hours. These minor tasks can easily overwhelm even the most organized team and impact the overall efficiency of your business.

Managed print services take all of these tedious and repetitive tasks and reduce them to a single phone call. Professional service technicians handle the rest so that your employees can take control of their own time and focus on the things that really matter.

2. Controlled costs

Companies often overlook print spend as a cause of their rapidly depleting budgets. But once they consider the money they’re shelling out on printer purchases and replacements, maintenance and repairs, and supply orders, it’s easy to see how print can result in ballooning costs.

A managed print services provider centralizes and streamlines all printing processes using an automated, cloud-based system. By consolidating your print devices and monitoring all of them in a centralized hub, the provider can ensure timely repairs and delivery of replacement toners. This beats having to manage multiple printers individually and allows you to better monitor, control, and cut printing-related costs.

3. Increased flexibility and scalability

There are plenty of ways to make print environments more efficient and secure, but not all of them will work for your business. For instance, consolidating all printing to a single device reduces costs and maintenance, but it won’t be very efficient if you have only one printer in the entire office.

A reliable managed print services partner will work with you to find solutions that meet your unique requirements while keeping your costs contained. Not only that, but they’ll also provide you with a managed print services program that’s designed to grow with you or to be tweaked to meet changing needs as your company evolves.

4. Digitization

Managed print services don’t just focus on physical office printer maintenance anymore; these now also encompass document digitization and management solutions that reduce the need for paper documents.

By leveraging digital workflows and automated management in your print environment, your employees no longer have to search for paper files or spend time filing physical documents. Fewer paper documents translates to a more productive staff and increased savings. Digitization and more efficient printing also significantly reduce energy and carbon consumption, which means your company can contribute to building a greener future.

5. Improved data security

Data security is vital to any modern company, which is why it’s crucial to implement cybersecurity solutions to secure your digital assets. But don’t forget that securing your physical assets — like printed materials — is also important in keeping sensitive business information safe.

A print management company can help ensure your print fleet is secure by implementing measures such as user authentication and pull printing. They can also update printer software or upgrade outdated printers to ensure that you’re protected against the latest cyberattacks.

Does your company need managed print services?

If your printers are constantly breaking down and causing disruptive downtime or if you’re tired of dealing with multiple contractors for your printing needs, then you stand to gain a lot from managed print services. But if you’re still unsure whether this solution is something your business would truly benefit from, ask yourself the following questions:

  • Do you know how much you’re spending on office print costs?
  • Are your printing processes and devices secure?
  • Is your print environment properly optimized for the number of employees you have? For remote or hybrid working?
  • Are printers part of your digital workflows?
  • Have you replaced printers that are old and consume a lot of electricity?
  • Do you have an expert on your team who can plan and execute printing-related business goals?

If you answered “no” to most or all of these questions, then it’s time to partner with a professional print management company. They will guide and support your company in finding the best print strategies, tools, and initiatives to help you save time and money and ensure that your operations run more smoothly.

Partnering with a reliable managed print services provider like MBM Technology Solutions allows you to outsource all of your printing headaches while making your print environment faster, more efficient, and more sustainable. If you’re ready to see how managed print services can positively impact your business and bottom line, contact us today.

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MBM Technology Solutions
MBM has 35 years of experience providing business IT solutions. Our mission is to provide seamless technology integration and managed services for cloud access, hardware infrastructure, cabling, and print.