Managed Print Services and How It Helps Businesses

By: Dan Larkin
October 16, 2023

Printing is an essential function in most businesses — but there are differences in how each business approaches printing. The approach you choose will affect your cost, level of responsibility, and effectiveness. In turn, each of those variables influences future return on investment, productivity, and workflow.

There are three main options when it comes to managing your print needs: managed print services, purchasing equipment from a dealer (and handling print needs in-house), or working with a print vendor. Many businesses choose a hybrid approach, where a few specialized print jobs are outsourced. However, managed print services is an increasingly popular option. 

Managed Print Versus Other Options

Compare your print options using this infographic:

managed print infographic

In most cases, managed print services is the ideal solution for businesses that regularly rely on printing and have a widespread print environment. You get to save time and money while minimizing risks and costs.

But let’s take a more detailed look at the sneakier ways managed print services can benefit your business. 

10 Benefits of Managed Print Servicesprinted money

A managed print services program does more for organizations than just providing the list of services on the above chart. 

1. Making Sure Your Print Solution Fits Your Needs 

Although your IT department might be capable of analyzing your print fleet, it’s probably not the best use of their time. An MPS provider will have specialized knowledge in optimizing print fleets of all sizes —- and that includes scanning, printing, copying, and faxing. At Marco, that also includes production and industrial printers

2. Saving Space and Reducing Costs 

Having personal printers makes fleets more inefficient and costly than most businesses realize. They also often require unique cartridges, which can cause purchasing and inventory-tracking challenges. They can also represent a significant cybersecurity risk. An MPS provider will take a hard look at personal or local printers and only recommend holding on to them when it makes sense for your workplace. Reducing personal printers can maximize desk space and help reduce supply and energy costs. 

3. Streamlining Printer Placement

Cost-effective, efficient devices only help you save money when employees use them more than costlier alternatives. Placing your printing equipment in easily accessible areas for more employees will help improve workflows and boost productivity and efficiency. 

4. Identifying Inefficient Devices

Inefficient devices are one source of hidden print costs. Managed print services providers can help you identify which machines are underperforming and replace them with more efficient devices, considering your printing history and your business goals.

5. Reduce Print-Related Tasks 

With automated supply ordering, a provider can send you the right supplies exactly when you need them, so your staff isn’t in charge of stocking and ordering — which can eliminate costly ordering errors. As a bonus, this service helps protect your company from common office supply scams

6. Provide Predictability

An MPS program enables you to consolidate your costs (and vendors), which provides the ability for a consistent monthly investment. By entering into a partnership with an MPS provider, there will be no more surprise maintenance or unpredictable printing costs.

7. Reduce Frustrationpaper jam

Printer fails can be very frustrating, and when there’s a deadline, they can also be very stressful. But print disruptions happen more often on machines that aren’t well-maintained or when you’re using supplies that aren’t ideal for your equipment. In the less likely event that a part is wearing out, an excellent managed print provider can dispatch a tech to swap it out before it causes a disruption. 

8. Manage Remote Printing

Working on the go or from home? No problem. With mobile printing, your employees will be able to print remotely from off-site locations from any device. If your business supports a mobile print environment, an MPS provider can help establish, maintain, and provide troubleshooting support.

9. Improve Print Security

Trying to increase your print security? An MPS provider can install special software so that an employee has to verify their identity before they start a print job — so nothing gets left in the tray for anyone to see. Some providers go further and will include additional print security measures (like automated security updates and more) at no additional cost.

10. Reduce the Burden on Your IT Team

IT departments are often focused on their regular tasks. Training employees and fixing printing problems isn’t their top priority and usually is the first task to get put on the back burner. A managed print services provider can assist in employee training and provide help desk support for print issues to free up their time. 

The Best Managed Print for Businesses

Managed print services solutions come in many forms and can be tailored to your business's needs. 

However, besides robust print security, there are a few additional components of our managed print services that clients tend to love. As the largest independently owned provider in the U.S., we can serve multiple locations in multiple states to reduce complications. We’re also manufacturer agnostic, so we can effectively manage and monitor every printing device, regardless of who made it. Finally, our strategic partnerships with top manufacturers help our clients get the best equipment for the best possible price. 

Interested in what we might be able to do for you? Browse our managed print case study collection below! 

Take Me to the Print Services Case Study Collection Learn More

Topics: Managed Print Services