Managed Print Services (MPS): Is It Right for Your Business?

Managing copiers and printers can be a real pain for businesses. Constantly monitoring toner levels, dealing with unexpected downtime, and ensuring you have the latest technology can be a huge drain on resources.

Enter Managed Print Services (MPS). MPS goes beyond simply leasing equipment. It’s a comprehensive solution that tackles these challenges and more, helping you optimize your printing environment and save money.

What is Managed Print Services (MPS)?

Managed Print Services (MPS) goes beyond simply leasing a copier. It’s a full-service solution that takes the burden of managing your entire printing operation off your shoulders.

Here’s what MPS typically includes:

• Device Management: MPS providers handle the leasing or ownership of your copiers and printers, ensuring they’re up-to-date and meet your needs.
• Supplies Management: No more scrambling for toner! MPS takes care of ordering and delivering toner cartridges, ink, and other printing supplies before you run out.
• Document Storage Management: For businesses that deal with a lot of physical documents, MPS can even manage and optimize storage space for printed materials.

By centralizing all these aspects of printing, MPS offers a streamlined and efficient way to manage your printing infrastructure. This translates to significant benefits for your business, which we’ll explore in the next section.

Benefits of MPS for Businesses

Managed Print Services (MPS) offers a multitude of benefits that can significantly improve your business operations.

Here’s how MPS can help your business.

Benefit	Description
Reduced Costs	Control spending on printer supplies
	Minimize repair costs through proactive maintenance
	Streamlined workflows and potentially lower labour costs
Enhanced Productivity & Efficiency	Always operational printers and automatic supply replenishment
	Free up IT resources to focus on core tasks
	Optimize printing fleet to potentially reduce the number of printers needed
Improved Security & Control	Enhanced security features to safeguard printers from data breaches
	Greater visibility into printing habits for informed decision-making
Access to Cutting-Edge Technology	Utilize the latest printing technology without a large upfront investment

Reduced Costs

• Control Spending on Supplies: MPS tackles a hidden cost drain – printer supplies. Toner and ink cartridges often cost more than the printers themselves. MPS manages supply needs, ensuring you only pay for what you use.
• Minimize Repair Costs: Reactive repairs can be expensive. MPS prioritizes preventive maintenance and remote diagnostics to catch potential issues before they become costly breakdowns.
• Streamlined Workflows and Lower Labour Costs: MPS automates tasks like toner ordering and reduces IT involvement in printer management. This translates to increased efficiency and potentially lower labour costs.

Enhanced Productivity and Efficiency

• Always Operational, Always Ready: No more waiting for toner or printer fixes! MPS ensures your printers are always operational and supplies are automatically replenished, minimizing downtime and keeping your workflows running smoothly.
• Free Up IT Resources: Managing printers can be a time-consuming task for IT staff. MPS takes this burden off their shoulders, allowing them to focus on core business priorities.
• Optimize Your Printing Fleet: MPS analyzes your printing habits and may recommend ways to optimize your printer setup, potentially reducing the number of printers needed.

Improved Security and Control

• Enhanced Security Features: MPS providers can help safeguard your printers from data breaches through features like remote monitoring and security updates, protecting your sensitive information.
• Greater Visibility and Control: MPS offers insights into your printing habits. This data allows you to identify areas for improvement, such as reducing unnecessary printing or implementing cost-saving measures.

Access to Cutting-Edge Technology

• Stay ahead of the curve: With MPS, you gain access to the latest printing technology without a large upfront investment. MPS providers typically offer upgrades to newer, more efficient copiers and printers as part of their service agreements. This ensures you benefit from the latest features, improved security protocols, and potentially lower operating costs

Is MPS Right for Your Business?

Managed Print Services (MPS) can be a good fit for your business if you’re experiencing any of the challenges below.

• Security Concerns: If you’re worried about data breaches or unauthorized access to printed documents, MPS offers enhanced security features like device authentication and document encryption.
• Unreliable Supplies: Running out of toner or ink at critical moments can be disruptive. MPS provides automated toner delivery and eliminates the need for excess stockpiling.
• Inefficient Printer Fleet: Do you have too many printers, or are the existing ones outdated? MPS helps optimize your printer usage by analyzing your needs and potentially reducing the number of devices.
• Unpredictable Printing Costs: MPS offers transparent and predictable monthly costs, replacing surprise repair bills and simplifying budgeting.
• Lack of Printing Data and Control: MPS provides real-time data and analytics on printing habits, allowing you to identify areas for improvement and optimize workflows.
• Overburdened IT Department: Printer troubleshooting can slow down IT staff. MPS frees up IT resources to focus on more critical tasks.
• Frequent Printer Downtime: MPS prioritizes preventive maintenance and remote monitoring to minimize printer breakdowns and ensure smooth operation.

If you’re facing any of these issues, MPS can offer a solution that streamlines your printing operations, enhances security, reduces costs, and frees up valuable resources.

Making the MPS Decision: Factors to Consider

Knowing if Managed Print Services (MPS) is the right fit for your business involves evaluating your specific needs and priorities. Here are some key factors to consider:

Key Factors	Description
Print Volume and Frequency	High-volume printing environments typically benefit most from MPS, as the cost savings on supplies and maintenance can be significant. However, even low-volume businesses can benefit from MPS if they require specialized printing features or value the convenience of automated services like toner replenishment.
Current Printing Costs and Pain Points	Are you struggling with unpredictable printing expenses, frequent toner shortages, or time-consuming printer repairs? MPS can provide greater cost control and predictability through fixed monthly fees, automated supply management, and proactive maintenance.
Budget and Contract Flexibility Needs	MPS typically involves a fixed-term service agreement. Before entering an MPS agreement, carefully evaluate your budget and consider the length of the contract commitment. Some providers may offer flexible contract terms to accommodate businesses with specific needs.
Importance of the Latest Copier Technology	If staying up-to-date with the latest printing technology is crucial for your business, MPS ensures access to newer, more efficient copiers and printers as part of the service. These newer models often offer faster printing speeds, improved security features, and lower operating costs.
In-House IT Resources for Printer Management	MPS might not be necessary if your IT team already effectively manages printers and enjoys a high level of control over printing activities. However, MPS can free up valuable IT resources to focus on core business priorities like network security and software updates.

Signs You Need a Managed Print Services Implementation Strategy

Sign	Explanation
Your Printers Aren’t Secure	Security vulnerabilities can lead to unauthorized access and data breaches, compromising sensitive information. An MPS strategy ensures printers are part of the overall security infrastructure, with features like secure printing, user authentication, and regular security updates to protect against threats and maintain compliance with industry standards.
Supplies Aren’t There When You Need Them	Inconsistent supply management can disrupt workflow and productivity. An MPS program includes automated supply replenishment, ensuring that toner and other essentials are always available. This proactive approach minimizes downtime and eliminates the hassle of manually tracking and ordering supplies.
You Have Too Many Printers	An excessive number of printers can lead to inefficiencies and higher costs. MPS helps optimize the printer fleet by assessing usage patterns and consolidating devices, ensuring the right number and type of printers are strategically placed to meet the organization’s needs while reducing waste and operational costs.
Your Billing Is Too Complicated	Complicated billing can obscure true printing costs and hinder budget management. MPS simplifies billing through consolidated invoices that provide a clear overview of all printing-related expenses. This transparency helps organizations understand and control their printing costs, leading to better financial management.
You Lack Real-Time Analysis, Data, and Strategy	Without real-time data, managing and optimizing printing resources is challenging. MPS provides detailed analytics and reporting on printer usage, performance, and costs. This data-driven approach enables informed decision-making, strategic planning, and continuous improvement in print management.
Your IT Department Spends Too Much Time on Printers	IT staff should focus on core business activities rather than printer issues. MPS shifts the responsibility of printer management to the service provider, reducing the burden on IT departments. This allows IT personnel to dedicate their time and expertise to more critical tasks, enhancing overall productivity.
Your Machines Experience Frequent Downtime	Frequent printer malfunctions can disrupt operations and frustrate employees. MPS includes proactive maintenance and monitoring to identify and address issues before they cause downtime. Regular servicing and timely repairs ensure that printers remain operational and reliable, maintaining business continuity.

Success Stories of Implementing Managed Print Services (MPS)

• Reduced Printer Issues: Users experienced fewer printer-related problems, as MPS providers handled repairs and maintenance.
• Cost Efficiency: Outsourcing printer management proved cost-effective, even for those typically cautious about spending.
• Convenience: MPS providers took care of toner inventory and automatic ordering, reducing administrative burdens.
• Reliability: Leased printers with maintenance included ensured minimal hardware failures and prompt repairs.

Source: Reddit

Conclusion: Streamlining Your Printing and Take Control

Managed Print Services (MPS) offers a compelling solution for businesses of all sizes looking to optimize their printing operations. Consider the factors outlined in this article and evaluate your specific printing needs to make an informed decision.

Do take note that although MPS offers a compelling solution for businesses seeking a comprehensive printing management experience, it’s important to consider your specific needs and budget.

If your business does not require the full MPS package or you are just looking for a more basic solution, renting a copier might be a suitable alternative. Contact us today for a free consultation. Our copier specialists can help you choose the right copier model for your needs and budget.