5 Signs You Need a Managed Print Services Provider

Managed print services (MPS) might not be on the radar for many facilities managers or IT directors. But they should be. First, because printing is a critical part of modern business operations. But more so, because excessive costs, inefficiencies, and waste in a print environment hardly constitute good printing practices.

What Do Managed Print Services (MPS) Offer?

Most MPS providers start their services with a data-driven assessment to identify inefficiencies and excessive costs in a business’s print environment. Based on assessment findings, a provider can then pinpoint areas of improvement and propose solutions accordingly. Solutions can range from upgrading print technology to optimizing equipment placement and implementing energy-efficient setups to maximize print workflows as well as ROI.

Best-in-class MPS providers ensure that any implementations are seamless, with expert coordination, device configuration, and staff training to minimize disruption. Also to ensure that printers perform as needed, ongoing management typically includes measures like real-time monitoring, routine maintenance, and 24/7 support.

For security and regulatory compliance, many MPS providers further offer robust security measures as part of their services. Measures for print functions in particular often include user authentication, data encryption, and compliance protocols, among others.

The comprehensive benefits of managed print services are outlined in more detail in the following key drivers for MPS.

Why MPS?

A leading argument for managed print services and their providers is that they offer the latest printing technologies at a predictable cost, usually on a monthly basis. MPS providers also help organizations streamline print operations to improve efficiency and reduce business printing waste. Providers can even help companies in regulated industries ensure they continually meet document security compliance requirements.

For a facilities manager or office manager focused on print costs, MPS introduces cost control to help keep budgets in check. And for IT directors, MPS lets them effectively offload office printer fleet management and maintenance to a dedicated print provider. In fact, 28% of IT leaders recently surveyed by research firm Quocirca said they plan to do just that in the coming year.

The survey, which Quocirca conducted for its Print Industry Trends 2025 report, also found that 47% of organizations plan to increase their investment in print infrastructure overall, including security. Specifically, respondents said they seek “accessible MPS solutions to support their ongoing demand for print,” and are especially looking for “MPS partners with security expertise.”

A Potential MPS Partnership: 5 Key Drivers

Beyond controlling printing expenses, other reasons to partner with a managed print service provider aren’t always as evident. Following are five key signs your business should at least consider such a partnership, including factors to help drive your decision.

1. Printing Costs Need to be Contained

Many businesses don’t try to reel in printing costs until it’s too late. They see spikes in things like supply spending and printer equipment fixes before they address the issue. Or, they just don’t realize they’re spending more than necessary on hardware, maintenance, IT support, and even energy usage.

How MPS Providers Help Control Costs

Offer flat-rate billing models for lower, predictable monthly costs.
Eliminate unexpected expenses for supplies, maintenance, hardware failures, etc.
Track print usage by department (or employee) to continually identify savings opportunities; centralized dashboards keep usage and costs transparent.
Minimize the need, and costs, for internal IT support.

2. Security and Compliance Are At Risk

Businesses will always be susceptible to cyber-attacks on networks and IT infrastructure. But they also face increasing threats to document security. Without print security best practices, sensitive data archived in printing equipment can be easily exposed and breached.

How MPS Providers Reinforce Print Security and Compliance

Implement user authentication protocols such as PIN codes or ID cards to prevent unauthorized access.
Establish security measures like data encryption and secure print release to protect sensitive documents and data.
Document audit trails and user/department logging for compliance with regulations including HIPAA, GDPR, and SOX.

3. Your Print Operations Are Disorganized and Poorly Maintained

A poorly managed and maintained print fleet leads to chaos, often due to multiple vendors, incompatible equipment, and inconsistent reporting. If this sounds familiar, it’s time to rethink your printing operations — starting with a single-vendor MPS provider.

How MPS Providers Transform Your Print Environment

Map your print infrastructure to reduce inefficiencies and redundancies; mapping helps to streamlines workflows and pinpoint areas for improvement.
Tailor your printer fleet to meet actual business needs, including placing equipment strategically throughout your facility to improve workflow efficiency.
Monitor all printer equipment in real-time to identify and resolve potential issues before they escalate; 24/7 support ensures your operations are never interrupted.
Conduct regular maintenance to extend the life of your equipment.

4. There’s Too Much Waste

Waste in a print environment comes in many forms. Printing documents in color when B&W printouts will suffice. Jammed printers disrupting work. Inefficient usage habits from employees. Even keeping printing equipment online when print volumes don’t require it.

How MPS Providers Eliminate Waste

Prevent unwarranted use via strict device access settings and company printing policies.
Determine print usage patterns through analytics and reporting to uncover hidden costs and waste.
Scale MPS up or down to align with current printing needs, based on print usage pattern findings.

5. We Aren’t Meeting Our Sustainability Goals

Like sustainability for an IT infrastructure, it also matters for print operations. One culprit is using older, energy-draining printing devices. Others are paper waste, or not properly disposing of or recycling toner cartridges. Even for the various aspects of printing, sustainability should not be optional.

How MPS Providers Help Support Sustainability

Implement energy-efficient devices and configurations to lower your carbon footprint and energy consumption.
Consolidate equipment where feasible to reduce your carbon footprint and energy-costs even further.
Generate analytics to reduce unnecessary printing and promote eco-friendly habits.
Leverage recycling programs for toner cartridges and paper waste.

Final Thoughts: The Right MPS Partner Can Be Invaluable

No print environment should be a blind spot. If you’re facing rising costs, inefficient devices, or security concerns, these are clear signs that it’s time to consider partnering with a managed print services provider. The right MPS partner will deliver predictable costs, enhanced security, sustainability, and greater efficiency.

Learn More. The MPS Story Continues

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