With a continued reliance on printers in our business processes, it’s no wonder outsourcing the management of our print fleets through Managed Print Services (MPS) is so popular. MPS offers valuable benefits to businesses of any size in any industry, including:
Improved Efficiency
Odds are, your workflows are being adversely impacted by inefficient devices. These devices are incapable of handling your workload or meeting your needs. A thorough assessment of your print fleet and business processes by your MPS partner will detect weak links in your operation. You can then replace them with the right device(s) for the job and distribute them properly throughout your workplace.
Lower Costs
By consolidating your printers and eliminating obsolete, inefficient or unreliable devices, your company will streamline its print fleet. Consequently, you will save money through subtraction. Combine that with reduced print volumes and predictable monthly billing. MPS enables you to control your printing costs.
Reduced Downtime
Your employees aren’t trained service technicians, and they do not have the time or expertise to keep your printers up and running. By outsourcing the management of your printing environment to a team of professionals, you’ll also benefit from proactive monitoring. You will also receive preventative maintenance and auto-supply replenishment. This will ensure your devices are always up for the challenge and your workflows don’t grind to an unexpected halt.
Better Security
Companies across all industries handle confidential data that requires protection. Yet many rarely consider a networked printer as a potential vulnerability. Your MPS provider will help you protect sensitive information through measures such as regular firmware updates. They offer encryption and pull or follow-me printing. They also wipe printer hard drives at the end of your lease.
Increased Sustainability
Corporate stewardship has become a priority for many businesses, and your printing practices are a great place to start greening your workplace. Managed Print Services (MPS) enables you to identify usage patterns and print volumes through print monitoring software. This helps eliminate wasteful printing and lower overall print volumes via rules-based printing. Additionally, you can replace energy-inefficient devices with more eco-friendly models.
Frequently Asked Questions About Managed Print Services
What does a managed print services program actually include?
A managed print services (MPS) program typically covers device monitoring, proactive maintenance, automatic toner replenishment, help desk support, usage reporting, and strategic recommendations for optimizing your print environment. The specifics vary by provider, but the core idea is that your print infrastructure is actively managed rather than left to break and get fixed reactively. Doceo tailors MPS agreements to each client’s actual needs rather than offering a one-size-fits-all package.
How does managed print services save a business money?
MPS reduces costs in several ways: eliminating emergency supply orders, reducing downtime from equipment failures, consolidating redundant devices, and giving you clear data on where print spending is actually going. Many organizations discover they have far more printers than they need and are spending heavily on high-cost desktop devices that could be replaced by shared, higher-efficiency machines. The visibility MPS provides makes those decisions obvious rather than guesswork.
What are the security benefits of managed print services?
Printers and copiers are network endpoints that store document data and are frequently overlooked in security planning. An MPS program addresses this by applying firmware updates consistently, enforcing user authentication at the device, enabling secure print release so sensitive documents are not left in output trays, and providing audit logs of print activity. These controls are part of a broader approach to protecting your business’s information.
Is managed print services worth it for a small office?
Yes, often more so than for large enterprises. Small offices rarely have dedicated IT staff to monitor printer health, manage supplies, or troubleshoot failures. MPS gives a small team enterprise-level support without the overhead of building that capability internally. Even an office with just a handful of devices benefits from predictable costs, automatic supply delivery, and a single point of contact when something goes wrong.
How do you get started with managed print services?
The first step is a print assessment, which is a review of your current devices, usage patterns, and costs. Doceo offers print assessments at no charge and uses the findings to build a proposal that reflects your actual environment rather than a generic plan. From there, implementation is straightforward: devices are enrolled, monitoring is configured, and your team gets a contact for any print-related issue going forward.
Are you ready to discover how Managed Print Services can improve your daily workflows?
If your business isn’t taking advantage of the benefits provided by MPS, contact us today to schedule a free, no-hassle assessment of your print environment.
