Managed Print Services

Managed Print Services: Transforming the Way Organizations Manage Office Printing


Managed print services (MPS) have emerged as a revolutionary concept that is fundamentally changing how organizations approach office printing. MPS provides a comprehensive, centralized solution for assessing, integrating, and administering all facets of an organization’s printing and imaging infrastructure.

As the name suggests, managed print services involve having a third-party provider assess, optimize, and manage an organization’s entire print environment. This includes inventorying all printers, copiers, scanners, and multifunction devices (MFDs); consolidating underutilized equipment; standardizing devices; setting up printing protocols; and providing installation, maintenance, and supplies.

Rather than paying for each print, copy, and scan individually, organizations pay a fixed monthly fee based on projected page volume. This fee covers the entire life cycle of the fleet – from procurement and installation to break/fix services, supplies replenishment, and end-of-life equipment removal. The goal is to reduce costs and streamline printing operations through centralized tracking and management.

Benefits of Adopting MPS

Cost Savings

One of the primary goals of MPS is to reduce printing costs through strategic procurement of multi-functional devices, elimination of wasteful habits, and optimization of supplies procurement. On average, organizations see a 30-50% reduction in printing expenses within the first year of adopting MPS. Efficiency gains also translate to indirect savings from employee productivity increases.

Fleet Optimization

Managed services providers conduct desktop audits and usage reports to right-size the fleet based on actual demand. Underutilized and outdated devices are replaced with fewer, more capable Managed Print Services. Standardization improves staff proficiency, lowers training needs, and streamlines supplies inventory. Regular device refreshment keeps the fleet current with the latest technologies.

Improved Security and Governance

Sensitive documents leave digital traces that, if not erased properly, can compromise security and compliance. MPS establishes governance policies and monitors activities to prevent data breaches and ensure documents are properly deleted. Tracking capabilities provide audit trails to address regulatory requirements.

Reduced Downtime

Predictive maintenance techniques like toner/part replenishment and proactive repairs minimize disruptions. On-site technicians resolve issues more quickly. Client uptime SLAs secure continuity of critical business processes reliant on printing.

Centralized Management

Administrative headaches around procurement, inventory, billing reconciliation are eliminated. Resources previously spent on managing printers can be redeployed to core functions. Robust reporting offers usage analytics to optimize policies further.

Transitioning to MPS


The initial step is a comprehensive assessment of the existing printing infrastructure, usage patterns, volume metrics, workflow processes and pain points. This provides clarity on current inefficiencies, optimization opportunities and projected ROI of MPS.


Device standardization around a core set of multi-functional printer/copier models suitable for different workgroups is critical for ease of use, supplies management and maintenance efficiencies. Standard features like scan-to-email simplify routine tasks.

Device Refresh & Consolidation

Underutilized equipment is removed and their functions consolidated onto fewer, more capable MFDs right-sized for business needs. Older devices prone to breakdowns are replaced to ensure reliability. Procurement strategies factor total cost of ownership.


New equipment installation takes place alongside decommissioning of old devices. Change management helps address user adoption challenges and switch to centralized administration. Project management maintains timeline and addresses client concerns.

Ongoing Management

Service level agreements define performance metrics around uptime, response/resolution windows backed by financial incentives. Proactive supplies monitoring and preventative maintenance keep disruption risks low. Optimization reviews identify further areas for improvement.

Managed Print Services: Optimizing Office Printing Operations

As digitization transforms business processes at a relentless pace, forward-thinking organizations recognize the importance of optimizing auxiliary functions like printing. Managed print services have emerged as the best practice approach that reconciles cost control imperatives with the need for continuous innovation. By partnering with experienced MPS providers, enterprises can liberate resources for strategic initiatives while ensuring staff productivity. The flexible and scalable nature of these solutions also accommodates dynamic operating environments.

1.  Source: Coherent Market Insights, Public sources, Desk research
2. We have leveraged AI tools to mine information and compile it