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Managed Print Services help businesses cut unnecessary costs, improve productivity, and simplify how they handle their print operations. Many companies still rely on printing for essential tasks like contracts, reports, and communications. Without proper oversight, these print environments can become expensive, inefficient, and difficult to manage.

Managed Print Services (MPS) offer a smarter solution. By partnering with an MPS provider, your business can automate supply replenishment, reduce downtime, improve document security, and eliminate the burden of managing printers internally. Instead of wasting time troubleshooting issues or running out of toner, your team can stay focused on what matters most.

In this guide, we'll cover what managed print services are, explore their key benefits, and explain why small businesses stand to gain the most from adopting a managed print strategy.

Key Insights

• MPS helps reduce printing costs by up to 60 percent through better monitoring, optimized workflows, and consolidated equipment.

• Security features such as user authentication and data encryption protect sensitive documents and reduce the risk of breaches.

• Automated supply replenishment and maintenance reduce downtime and improve productivity.

• MPS supports sustainability goals by reducing waste, power usage, and print-related emissions.

• Small businesses benefit from flexible financing, expert support, and scalable solutions that grow with their needs.

What Are Managed Print Services?

Managed Print Services (MPS) is the outsourcing of a company's print infrastructure management to a third-party provider. These providers handle everything from monitoring devices and managing supplies to optimizing workflows and improving security.

A typical MPS program includes:

• Printer and copier management

• Supply monitoring and replenishment

• Equipment maintenance and servicing

• Print usage tracking and cost analysis

• Security controls for document and device access

• Scanning, faxing, and document management support

The goal is to help businesses cut costs, improve efficiency, and gain better visibility over how their print environment is performing.

The Top 7 Benefits of Managed Print Services

1. Cost Savings and Predictable Budgeting

Printing costs can quietly drain your budget. From excess printing to unmonitored color jobs, it's easy for spending to spiral. MPS helps reduce waste, consolidates equipment, and implements cost-effective printing strategies, all while giving you a predictable monthly expense.

Some businesses save up to 60 percent on print-related costs simply by adopting a smarter, more transparent approach.

2. Improved Security for Printed Documents

Print environments are often overlooked in cybersecurity strategies. But unsecured printers can be a vulnerability. MPS includes advanced security measures like:

• User authentication (PINs, ID badges)

• Pull printing (only releases documents when the user is present)

• Data encryption during transmission and storage

• Access control based on job roles

These features help prevent unauthorized access to confidential documents and reduce the risk of print-related data breaches.

3. Automated Maintenance and Supply Replenishment

Running out of toner mid-print or dealing with recurring paper jams can stall productivity. MPS uses real-time monitoring to detect supply levels and system issues, triggering automatic reorders and service dispatches before problems disrupt your team.

This means fewer interruptions, faster troubleshooting, and more time spent on actual work.

4. Better Productivity and Workflow Efficiency

An optimized print environment improves how information flows across your organization. MPS providers help streamline:

• Device placement and usage

• Document routing and scanning workflows

• Integration with cloud-based storage or business software

The result is fewer delays, faster turnaround times, and happier employees.

5. Reduced Environmental Impact

MPS encourages energy-efficient printing, digital document workflows, and reduced paper and toner waste. Many providers also offer recycling programs for used cartridges and promote duplex (double-sided) printing by default.

By minimizing unnecessary printing and upgrading old, energy-hungry devices, your business lowers its environmental footprint and your utility bill.

6. Scalable, Customized Solutions

Your print needs aren't the same as a large enterprise and they shouldn't be treated that way. MPS providers tailor their approach based on your industry, company size, print volume, and goals. Whether you're a growing startup or a multi-location business, the right provider will scale with you.

7. Reduced Burden on IT Teams

Printers are notorious for being one of IT's biggest headaches. With MPS, those constant help desk tickets, firmware updates, and maintenance requests are taken off your IT team's plate. This allows them to focus on strategic tech initiatives instead.

Managed Print Services for Small Businesses

Small businesses are often the ones who benefit most from MPS. Why? Because every minute and every dollar counts.

Here's how MPS makes a big difference for SMBs:

• Access to new equipment through leasing or financing without major capital investment

• Print usage reports to track cost centers and reduce waste

• On-demand tech support without the need to hire in-house print specialists

• Centralized billing that consolidates supply and maintenance expenses

Whether you're running a medical practice, a legal office, or a retail store, managed print services can simplify operations and support growth without breaking the budget.

Let's Simplify Your Printing and Save You Time

Printing should support your business, not slow it down. With Managed Print Services, you get a smarter, more cost-effective way to manage your printing needs while boosting productivity, security, and efficiency.

At º£½ÇÉçÇø, we don't just keep your printers running. We help your business run smarter. Our experts handle everything from installation and support to maintenance and strategy, all tailored to your unique needs.

Let's take printing off your list of worries. Contact us today to schedule a free consultation and discover how MPS can work for your business.

Frequently Asked Questions About Managed Print Services