Managed Print Services: Cut Costs and Boost Efficiency

Printing is often an overlooked business expense, yet studies consistently show it accounts for 1-3% of company revenue. For businesses of all sizes, print costs can represent a significant portion of operating expenses. Managed Print Services (MPS) offers a systematic approach to understanding, controlling, and optimising these costs while improving operational efficiency.

What Are Managed Print Services?

Managed Print Services is a comprehensive approach to managing an organisation's document output. Rather than simply providing printers and supplies, MPS providers take responsibility for optimising your entire print environment—devices, supplies, maintenance, and processes.

A typical MPS engagement includes:

• Assessment — Analysis of current print infrastructure, volumes, and costs
• Optimisation — Recommendations for device consolidation, placement, and configuration
• Implementation — Deploying optimised equipment and configurations
• Ongoing management — Proactive monitoring, automatic supply replenishment, maintenance
• Continuous improvement — Regular reviews and further optimisation

The goal is transforming printing from an unmanaged expense into a controlled, optimised business function.

The Business Case for MPS

Why do organisations adopt Managed Print Services? The benefits span financial, operational, and strategic dimensions.

Cost Reduction

MPS typically delivers 20-40% cost savings through multiple mechanisms:

Device consolidation — Most organisations have too many printers, often personal devices used inefficiently. MPS assessment typically reveals opportunities to serve the same needs with fewer, better-placed devices. Reducing device count directly cuts equipment, supply, and energy costs.

Optimised supplies procurement — MPS providers leverage purchasing scale and supply chain expertise. Original manufacturer supplies often cost less through MPS contracts than direct purchase. Automatic replenishment eliminates emergency orders and stockpiling.

Reduced waste — Default settings (duplex printing, black-and-white), user authentication, and print rules eliminate unnecessary printing. Studies suggest 20-30% of printed pages are never collected from the printer.

Preventive maintenance — Proactive servicing prevents breakdowns. Fewer emergency repairs mean lower service costs and less productivity loss.

Improved Productivity

MPS enhances workplace efficiency in several ways:

Reduced downtime — Proactive monitoring catches issues before they cause outages. When problems occur, automated alerts ensure rapid response. Uptime rates typically exceed 98% under MPS management.

Eliminated supply runs — Automatic replenishment means supplies arrive before they're needed. No more emergency trips to buy toner or paper.

Streamlined processes — Scan-to-email, scan-to-folder, and workflow automation accelerate document handling. Integration with document management systems further improves efficiency.

IT resource liberation — Your IT team no longer manages printers. This technical debt transfers to the MPS provider, freeing internal resources for strategic initiatives.

Enhanced Security

Modern printers are networked computers with hard drives storing sensitive documents. MPS addresses security through:

• Secure print release — Documents print only when users authenticate at the device
• Encryption — Data protected in transit and storage
• Access controls — Users only access appropriate functions and devices
• Audit trails — Complete logging of print activities
• Secure decommissioning — Proper data destruction when devices are retired

Environmental Sustainability

MPS supports corporate sustainability goals through:

• Reduced paper consumption — Duplex defaults, print rules, and awareness reduce paper use
• Energy efficiency — Fewer, newer devices consume less power
• Proper recycling — Supplies and equipment recycled appropriately
• Carbon reporting — Many MPS providers offer environmental impact reporting

How MPS Works in Practice

Understanding the MPS process helps you evaluate providers and set expectations.

Phase 1: Assessment

The engagement begins with comprehensive analysis of your current print environment. This typically involves:

Device inventory — Cataloguing all print devices: printers, copiers, multifunction devices, faxes. Includes make, model, age, location, and capabilities.

Volume analysis — Measuring actual print volumes per device. Often reveals surprising patterns—some devices heavily used, others barely touched.

Cost analysis — Calculating total print costs including equipment, supplies, maintenance, energy, and hidden costs like IT support time.

User research — Understanding how employees print, where they encounter friction, and what capabilities they need.

Assessment tools often include software agents installed on network devices that automatically collect data over several weeks, providing accurate usage information without relying on estimates.

Phase 2: Design and Proposal

Based on assessment findings, the MPS provider develops an optimised print environment design:

Fleet recommendation — Which devices, where placed, with what capabilities. Typically consolidates many personal printers into fewer shared devices supplemented by strategically placed workgroup machines.

Process improvements — Suggested workflows, default settings, and policies to reduce waste and improve efficiency.

Service model — How monitoring, maintenance, and supply replenishment will work.

Financial model — Detailed cost breakdown showing current versus proposed costs, typically demonstrating significant savings.

Phase 3: Implementation

Deploying the new print environment involves:

Equipment deployment — Installing new devices, removing redundant ones, repositioning existing equipment as appropriate.

Configuration — Setting up network connectivity, print queues, default settings, and security policies.

User training — Ensuring employees understand new devices and processes.

Change management — Communicating changes and addressing concerns to ensure adoption.

Phase 4: Ongoing Management

Once implemented, MPS provides continuous management:

Proactive monitoring — Remote monitoring software tracks device status, supply levels, and usage patterns. Issues detected automatically trigger service responses.

Automatic replenishment — Supplies shipped automatically based on actual usage—no orders needed, no stockouts.

Scheduled maintenance — Preventive service visits keep equipment in optimal condition.

Help desk support — Single point of contact for all print-related issues.

Regular reporting — Monthly or quarterly reports showing usage, costs, service performance, and trends.

Phase 5: Continuous Improvement

MPS isn't static. Ongoing reviews identify further optimisation opportunities:

• Adjusting device placements based on actual usage patterns
• Implementing additional efficiency measures
• Upgrading devices to newer, more capable models
• Expanding scope to additional locations or functions

MPS Pricing Models

MPS providers offer various pricing structures. Understanding these helps you evaluate proposals and choose appropriate arrangements.

Cost-Per-Page (CPP)

The most common model charges a fixed rate per printed page. This typically includes:

• Equipment (leased or provided)
• All supplies (toner, drums, etc.)
• Maintenance and repairs
• Monitoring and management

Rates vary by colour versus black-and-white and may have tiered pricing based on volume. This model provides complete cost predictability—you know exactly what each page costs.

Fixed Monthly Fee

Some contracts specify a fixed monthly payment regardless of volume. This works well when print volumes are stable and predictable. Overage charges may apply if usage significantly exceeds expected levels.

Hybrid Models

Combinations of fixed and variable elements address specific situations. For example, a fixed equipment and service fee plus variable supply charges based on usage.

Selecting an MPS Provider

Choosing the right MPS partner significantly impacts your success. Evaluate providers on:

Capabilities and Experience

• Track record — Experience with organisations similar to yours
• Equipment options — Range of devices available (single brand or multi-vendor)
• Service coverage — Geographic reach for your locations
• Technology platform — Monitoring, reporting, and management tools

Service Quality

• Response commitments — Guaranteed service response times
• Support accessibility — Help desk availability and responsiveness
• Technician quality — Training and expertise of service personnel
• Customer references — Feedback from existing clients

Partnership Approach

• Assessment thoroughness — Quality of initial analysis and recommendations
• Flexibility — Willingness to customise solutions
• Transparency — Clear pricing and reporting
• Continuous improvement focus — Commitment to ongoing optimisation

Implementing MPS Successfully

Maximising MPS benefits requires attention to implementation factors:

Internal Stakeholder Engagement

Involve key stakeholders early:

• IT — Technical requirements and integration
• Finance — Budget approval and cost tracking
• Operations — User needs and process impacts
• Procurement — Contract negotiations and supplier management

Change Management

Device consolidation changes how people work. Address concerns proactively:

• Communicate reasons for changes and expected benefits
• Provide training on new devices and processes
• Address resistance with understanding and explanation
• Celebrate quick wins to build momentum

Clear Governance

Establish clear responsibilities and processes:

• Designated internal MPS coordinator
• Regular review meetings with provider
• Escalation paths for issues
• Performance metrics and reporting requirements

Frequently Asked Questions

Is MPS only for large companies?

No, MPS scales to organisations of various sizes. While enterprise programmes are common, many providers offer SME-focused solutions. Even businesses with 10-20 users can benefit from managed print approaches. The key is finding a provider experienced with organisations your size.

What happens to my existing printers?

Assessment determines which existing devices have value in the optimised environment. Some may continue in use; others may be retired. Providers typically arrange appropriate disposal or recycling for retired equipment. Lease arrangements may involve return, buyout, or incorporation into new contracts.

How long do MPS contracts typically run?

Most MPS agreements run 3-5 years, aligning with typical equipment lifecycles. Shorter terms are possible but may affect pricing. Longer terms provide stability but reduce flexibility. Ensure contracts include provisions for growth, downsizing, or changing needs.

Can we keep our current printer brands?

It depends on the provider. Some MPS providers are brand-specific (often manufacturer subsidiaries), while others are brand-agnostic and support multiple manufacturers. If brand preference matters, choose a provider with appropriate capabilities.

Conclusion

Managed Print Services transforms printing from an uncontrolled cost centre into an optimised business function. The combination of cost reduction, improved efficiency, enhanced security, and environmental benefits makes a compelling case for organisations of all sizes.

Success requires selecting the right provider, engaging stakeholders effectively, and committing to the ongoing partnership that delivers continuous improvement. For businesses serious about operational excellence, MPS deserves serious consideration.

The first step is understanding your current print environment. A professional assessment reveals actual costs, inefficiencies, and opportunities—often with surprising results. Armed with this knowledge, you can make informed decisions about whether and how to implement managed print services.