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Printers, copiers, and multifunction devices play a quiet but essential role in everyday office work. Many organizations face rising printing costs, recurring printer issues, and IT teams overwhelmed by print-related support tickets.
Managed Print Services (MPS) exists to address these challenges. By partnering with a specialized provider, businesses gain predictable costs, improved equipment uptime, stronger security, and reduced pressure on internal teams.
The sections below outline the key advantages and disadvantages to help you decide whether MPS fits your organization.
What Is Managed Print Services?
Managed Print Services (MPS) is a proactive program where a third-party provider manages your entire print environment. This typically includes:
- Print fleet assessment and optimization
- Device deployment and consolidation
- Proactive monitoring and maintenance
- Automated toner and supply delivery
- Security configuration and compliance support
- Reporting and usage analytics
Instead of reacting when equipment breaks, MPS builds a reliable, cost-efficient, and secure print ecosystem from the start.
Advantages of Managed Print Services
1. Reduced Printing Costs
MPS helps organizations lower print-related expenses, often by 20 to 30 percent. Savings come from:
- Deploying the right number and type of devices
- Automated supply delivery at lower costs
- Rules-based printing to minimize waste
- Predictable cost-per-page billing
- Reduced IT labor spent on troubleshooting printers
This structure replaces unpredictable print expenses with a stable, budget-friendly model.
2. Improved Reliability and Less Downtime
Printing delays slow workflow and productivity. MPS reduces downtime by providing:
- Real-time device monitoring
- Preventive maintenance schedules
- Guaranteed response times through service agreements
- Automatic toner and parts delivery
As a result, devices stay operational and employees avoid unnecessary interruptions.
3. Enhanced Security and Compliance
Printers can store and transmit sensitive data and are increasingly targeted by cyber threats. MPS offers:
- Secure print release with user authentication
- User access controls
- Network and firmware hardening
- Data encryption
- Compliance support for HIPAA, PCI-DSS, and other regulations
This is especially valuable for industries with strict data protection requirements.
4. Sustainability and Waste Reduction
MPS supports environmental goals through:
- Duplex and grayscale default settings
- Fewer devices and optimized usage
- Toner and cartridge recycling programs
- Usage reports to support responsible printing habits
These practices help reduce environmental impact and support corporate sustainability goals.
5. Scalable Support for Growing Teams
As organizations expand, restructure, or move to hybrid work, MPS makes it easier to adapt:
- Fast deployment for new sites or teams
- Reallocation of unused equipment
- Support for mobile and remote printing
Print infrastructure evolves smoothly as business needs change.
Disadvantages of Managed Print Services
1. Long-Term Contracts
Most MPS agreements last three to five years. While this ensures predictable costs, it requires:
- Careful provider selection
- Review of service level agreements
- Awareness of early termination fees
Thorough evaluation helps avoid vendor lock-in concerns.
2. Initial Rollout Time
Successful deployment takes planning and coordination. Common phases include:
- Fleet assessment and mapping
- Workflow review
- Device installation and setup
- User training
This stage can temporarily slow operations, but leads to long-term efficiency.
3. Limited Flexibility for Specialized Printing
Some organizations need unique equipment and settings, such as:
- Creative teams requiring color-accurate printing
- Industrial environments needing durable label printers
- Firms that use plotters or large-format devices
For these cases, a hybrid MPS model often works best.
4. Internal Resistance to Change
Change can create pushback, especially when it affects routine workflows. Employees may express concerns such as:
- Reduced convenience compared to personal printers
- Feeling monitored due to print tracking
- Learning new steps like secure print release
Clear communication and user training reduce friction.
Who Should Consider MPS?
Best suited for:
- Medium to large organizations
- Multi-location businesses
- Regulated industries
- Companies with high print volume
- Teams without dedicated print management staff
Less suitable for:
- Very small offices with light printing needs
- Businesses with highly specialized print environments
Is MPS a Good Step for Your Company?
Managed Print Services transforms printing from a cost burden into a strategic, secure, and efficient operation. With the right provider, organizations benefit through:
- Lower and predictable printing costs
- Stronger data security
- Reliable uptime and proactive support
- Sustainable printing practices
- Scalable solutions for growing or hybrid workforces
Success depends on selecting a trusted partner, reviewing contract terms, planning the rollout, and preparing staff for change.
When comparing providers, prioritize:
- Uptime guarantees and response times
- Security strength and compliance experience
- Industry expertise
- Transparent pricing
- Ability to support custom or hybrid environments
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