Boost Efficiency and Cut Costs with Managed Print Services

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5 Ways Managed Print Services Can Save Time, Money, and Headaches

By Higher Information Group on March 24, 2025 | Office Solutions

Managing printers and copiers in a busy office can feel like a constant hassle. From unexpected maintenance issues to ordering supplies and monitoring usage, it all adds up. That’s where Managed Print Services (MPS) come in. An MPS provider takes on the responsibility of managing your print environment, helping you save time, reduce costs, and improve efficiency.

With MPS, your provider can monitor your print environment in real-time, offering proactive management and tailored support. By setting up customized alerts and providing regular updates, they ensure your print operations are always running at peak performance.

Boost your efficiency with MPS by:

Integrating your print management with your ERP system for seamless data sharing
Automating supply orders to ensure you never run out of toner or paper
Replacing manual data collection with accurate, automated tracking
Minimizing human error through process automation
Customizing notifications for service and supply needs

Whether your organization has a handful of devices or a large printer fleet, MPS can make a significant impact. Here’s how:

1. Significant Cost Savings

Print expenses often fly under the radar, but they can add up quickly. MPS providers conduct a detailed assessment of your current print environment to uncover hidden costs. By right-sizing your fleet, eliminating unnecessary devices, and implementing smart printing rules like restricting color printing for non-essential documents, you’ll see noticeable savings.

In addition, many MPS providers offer volume-based pricing, reducing the cost per page for high-volume printing. With a predictable monthly bill that consolidates all print-related expenses, budgeting becomes simpler and more transparent.

2. Reduce Downtime and Free Up Your IT Team

Printer issues tend to escalate quickly, causing disruptions and frustration. MPS providers offer proactive maintenance and remote monitoring, identifying and addressing issues before they become major problems. This ensures minimal downtime and keeps your office running smoothly.

With automated supply management, supplies like toner and paper are replenished before they run out. This eliminates the need for employees to monitor inventory or make emergency orders, reducing stress and avoiding downtime.

Handing off printer management to an MPS provider means your IT team can breathe easier, focusing on critical projects instead of dealing with printer headaches.

3. Enhanced Security for Your Print Environment

Printers are often overlooked when it comes to cybersecurity, yet they can be a gateway for hackers to access sensitive information. An MPS provider performs comprehensive security audits to identify and mitigate risks. They implement features like encrypted data transmission, secure release printing (where documents are only printed when the user is physically present), and access controls to prevent unauthorized use.

Regular firmware updates and monitoring further ensure that your devices remain protected against evolving cyber threats, keeping your business data secure.

4. Actionable Insights and Reporting

Data-driven decision-making is key to optimizing your operations. MPS providers offer detailed reports that track print usage across departments, identifying patterns and areas for improvement. You’ll gain insights into print volume, device performance, and supply consumption.

This level of visibility makes it easier to spot wasteful habits, enforce print policies, and plan for future needs. With actionable data at your fingertips, you can make informed decisions to further reduce costs and improve efficiency.

5. Scalable Solutions for Growing Businesses

Your print environment should grow with your business. MPS providers offer flexible solutions that adapt to your evolving needs. Whether you’re opening a new branch, supporting remote workers, or consolidating offices, they’ll ensure your print infrastructure remains optimized.

With centralized management and remote monitoring, you can maintain consistency and control, no matter how large your print fleet becomes. Additionally, if your needs change, adjustments can be made quickly and efficiently.

Is MPS Right for Your Business?

If your business has multiple printers, frequent downtime, or unpredictable printing costs, MPS might be the solution you’ve been looking for. By streamlining your print management, MPS providers help you focus on what really matters – running your business.