Most organizations know they have a printer, but they don’t always know the intricacies of every page printed. This means print costs can often be a sneaky surprise and a significant expense. If you’re still managing your fleet manually, you’re likely stuck in a reactive cycle of fixing errors.
Managed print services (MPS) change that dynamic by giving you visibility and control where it matters most. From cost control to security and compliance, a managed approach transforms your print room into a measurable asset.
In this guide, we’ll explore why making the switch is a game-changer for your IT team.
Full visibility over your print environment
Without print reporting, your print environment is essentially blindfolded. Managed services provide the “who, what, when, and how much” of every print job. This data allows you to identify inefficient, risky, or wasteful printing practices and take action immediately.
Significant cost control and recovery
Printing costs are expensive when you factor in paper, ink, toner, and maintenance. MPS allows you to track these costs and identify areas where you can reduce them. You can even pass costs onto clients or departments through internal chargebacks to encourage accountability.
Strengthened security and compliance
Security is a top priority, especially for industries handling sensitive information like healthcare. Managed print services help prevent data breaches by identifying unauthorized printing. Features like secure print release ensure that sensitive documents don’t sit unclaimed in an output tray.
Reduced burden on IT help desks
A lot of support tickets are entirely preventable with the right management software. MPS streamlines printer driver deployment and automates print queue management. This frees up your sysadmins to focus on more value-driven, strategic tasks.
Scalability and cloud integration
As your business grows, your print network needs to grow with it without miles of new server racks. Modern managed services allow for quick onboarding of new devices and users. Moving to a cloud-native solution ensures that remote and hybrid workers can print securely from anywhere.
Improved sustainability and less waste
If you’re still printing non-stop like it’s 2003, you’re likely missing your sustainability targets. Managed services help you print more sustainably by enforcing double-sided defaults and reducing uncollected jobs. It’s a simple way to implement circular economy principles within your organization.
Making the move to a managed system
The move toward a managed system is proven to pay for itself through recovered costs and increased security.
By investing in robust reporting and analytics, you transform a hidden expense into an optimizable, measurable asset. It’s about making strategic decisions based on hard data rather than hunches and best guesses.
