In today’s fast-paced business world, companies are constantly seeking ways to streamline operations, cut costs, and improve efficiency. One area that is often overlooked is the management of printing infrastructure.
While printing may seem like a simple back-office function, the costs and inefficiencies associated with unmanaged print environments can be significant. From wasted paper and toner to inefficient workflows and security risks, businesses stand to gain much from adopting a structured approach.
This is where managed print services come into play, offering businesses a smarter, more cost-effective solution.
What Are Managed Print Services?
Managed print services, often referred to as MPS, are solutions designed to optimise and manage an organisation’s printing needs. Instead of handling printers, copiers, scanners, and supplies in-house without a strategy, businesses partner with a specialist provider who takes care of everything. This includes maintaining hardware, monitoring usage, replenishing supplies, and implementing strategies to reduce waste.
At their core, managed print services give businesses visibility and control over their entire print environment. By shifting responsibility to an external provider, companies can free up internal resources, reduce unnecessary printing, and ensure devices are running efficiently.
Why Printing Costs Are Often Higher Than You Think
Many organisations underestimate how much they spend on printing each year. Costs are not limited to paper and ink alone. Hidden expenses such as energy consumption, staff time spent fixing printer issues, and security vulnerabilities can quickly add up. In fact, unmanaged printing environments can account for a surprisingly large portion of office expenditure.
For example, employees might print unnecessary documents, use colour when black and white would suffice, or leave confidential documents uncollected on printer trays. Without monitoring, these small inefficiencies can snowball into thousands of pounds lost annually.
Key Benefits of Managed Print Services
Cost Reduction
One of the most immediate advantages is cost savings. By monitoring print activity and optimising device use, businesses can reduce wastage and ensure the most efficient use of resources. Many organisations report savings of up to 30% after implementing a structured print management solution.
Improved Productivity
Printer downtime can be a major source of frustration in the workplace. Managed print providers proactively maintain devices, resolve issues quickly, and ensure supplies are always available. This minimises disruption and allows employees to focus on their core tasks rather than troubleshooting equipment.
Enhanced Security
Printing often poses a security risk, particularly when sensitive documents are left unattended. Managed print services can incorporate secure print release functions, where employees must authenticate themselves before collecting documents. This ensures confidential information stays protected and complies with data protection regulations.
Sustainability and Environmental Impact
Reducing waste is not only cost-effective but also environmentally responsible. Managed print services encourage double-sided printing, digital alternatives, and other eco-friendly practices that help reduce paper consumption and energy use. This contributes to a company’s corporate social responsibility goals.
Scalability
As businesses grow, so too do their printing needs. Managed print services provide scalability, meaning the infrastructure can adapt to the organisation’s evolving requirements without unnecessary investment in hardware or support.
The Role of Data and Analytics
One of the most powerful features of managed print services is data-driven insight. Providers track usage patterns across departments and identify areas where printing can be reduced or streamlined. For instance, they may recommend consolidating underused printers or implementing policies that restrict colour printing to specific tasks.
These insights help businesses make informed decisions and continuously improve their processes. Over time, this creates a culture of smarter, more conscious printing.
Choosing the Right Provider
Selecting a reliable provider is essential for maximising the benefits of managed print services. Businesses should look for partners that offer tailored solutions rather than one-size-fits-all packages. Factors to consider include service coverage, response times, scalability, security features, and integration with existing systems.
It is also important to choose a provider that aligns with long-term business goals. The best providers act as strategic partners, not just service vendors, ensuring that the organisation’s print strategy supports wider objectives such as digital transformation or sustainability.
How Managed Print Services Support Digital Transformation
The shift towards digital workflows is becoming increasingly important. Managed print services are not just about printers; they bridge the gap between physical and digital processes. By integrating scanning, cloud storage, and workflow automation, MPS helps businesses reduce reliance on paper while enhancing collaboration.
For example, instead of printing and filing physical documents, employees can scan them directly into secure cloud systems. This improves accessibility, reduces storage costs, and enhances security, all while aligning with digital-first strategies.
Conclusion
For many businesses, printing may not be the first area considered when reviewing operational efficiency. However, unmanaged print environments can drain resources, compromise security, and impact productivity. Implementing managed print services offers a proactive and strategic way to overcome these challenges. From cost savings and improved workflows to enhanced security and environmental benefits, MPS delivers value across the board.
To explore how these solutions can transform your organisation, you can learn more about managed print services and discover tailored approaches that help businesses work smarter, reduce costs, and embrace digital transformation.