Managed Print Services: The IT Director’s Guide to ROI & Security
It's not just about saving money, it's also about saving your time and sanity!
If you are an IT Director, the phrase "the printer is down" likely triggers a specific kind of headache. It’s a low-level ticket that consumes high-level resources. If you are in Purchasing, you see a different problem: an endless stream of invoices for toner cartridges from random vendors, unmanaged contracts, and a total cost of ownership that seems impossible to calculate.
Enter Managed Print Services (MPS). Once viewed simply as a way to lease copiers, modern MPS has evolved into a sophisticated strategy for information management. It is no longer just about putting ink on paper; it is about securing endpoints, optimizing document workflows, and cutting an estimated 30% from your operational budget.
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What is Managed Print Services? (It’s Not Just Leasing)
At its core, Managed Print Services (MPS) is the active management and optimization of document output devices and related business processes. However, a common misconception is that MPS is simply a "rental agreement" for multifunction printers (MFPs).
A true MPS engagement is holistic. It encompasses the total monitoring of your print environment—including desktop printers, high-volume copiers, scanners, and faxes—regardless of the manufacturer. The service provider takes responsibility for Assessment, Hardware Management, Consumables, and Service.
The Hidden Iceberg of Unmanaged Print Costs
For the Purchasing Department, the "visible" cost of printing is the hardware lease and the monthly toner bill. However, industry analysts refer to the "Iceberg Effect"—visible costs are only 10-20% of total spend.
The Visible (20%)
Hardware leases, monthly toner bills, and paper costs. These are the "Product" costs everyone sees on the invoice.
The Submerged (80%)
Shadow IT purchasing, Help Desk burden (50% of tickets), storage waste, and inventory obsolescence.
By bringing these unmanaged costs to the surface, an MPS agreement transitions your budget from unpredictable variable expenses to a fixed, predictable operating model.
Key Benefits for IT and Purchasing
Proven Cost Reduction
Gartner and IDC research consistently indicates that organizations can reduce their printing expenditures by up to 30% through active management.
Enhanced Security
of organizations reported a data loss incident involving printers in the last 12 months (Quocirca, 2023).
Sustainability
Consolidating the fleet reduces energy consumption, and automated programs ensure cartridges are recycled, not landfilled.
The MPS Process
From Assessment to Optimization
Phase 1: Assessment
We install a non-intrusive data collection agent (Printavista DCA) to monitor Print Usage over 30-60 days.
Phase 2: Solution
We remove redundant personal printers and place highly efficient MFPs in strategic locations.
Phase 3: Implementation
We deploy new solutions and train your helpdesk and staff to ensure smooth adoption.
Phase 4: Optimization
Annual Business Reviews (ABRs) analyze trends to ensure continuous improvement.
Integrating MPS with Digital Transformation
Modern Managed Print Services are less about "print" and more about "digital." The MFP is the on-ramp to your digital workflow.
Quick Takeaways
- Cost Control: Reduce total print costs by up to 30%
- Security First: MPS secures endpoints with authentication and encryption
- Productivity: Automated toner delivery removes burden from IT Help Desk
- Sustainability: Reduced energy and paper usage
Frequently Asked Questions
Q: How does MPS reduce the burden on IT?
A: MPS offloads maintenance and supply ordering to the provider, eliminating "printer tickets" from the help desk.
Q: Is Managed Print suitable for small businesses?
A: Yes. Even managing 5-10 devices creates unpredictable costs and security risks that MPS solves with a flat-rate model.
Ready to optimize your print environment?
We’d love to hear about your biggest "printer headache."
Contact our Sales TeamReferences
- Quocirca. (2023). The Print Security Landscape, 2023.
- Gartner. (n.d.). Managed Print Services Reviews and Ratings.