Managed print services can help organizations reduce printing costs, minimize equipment downtime, strengthen document security, lower the burden on internal IT teams, and make printer fleets easier to manage.

The results should not be based on vague promises. A qualified managed print services provider establishes a baseline, monitors performance, and measures improvements using data such as:

• • Total printing cost

• • Cost per printed page

• • Monthly print volume

• • Color versus black-and-white usage

• • Number and location of devices

• • Toner consumption

• • Service calls and equipment downtime

• • Help desk requests related to printing

• • Device utilization

• • Energy consumption

• • Document-security compliance

Doing Better Business uses these measurements to help organizations understand what they are spending, where inefficiencies exist, and whether their managed print services program is delivering meaningful results.

What Are Managed Print Services?

Managed print services, commonly called MPS, are outsourced services that help an organization manage its printers, copiers, scanners, multifunction printers, supplies, service, print security, and document workflows.

An MPS provider evaluates how documents are printed, scanned, stored, and shared throughout the organization. The provider can then recommend the right combination of equipment, software, service, supplies, security controls, and workflow improvements.

A managed print services program may include:

• Scanning and digital workflow improvements
• Print-fleet assessment and optimization
• Remote device monitoring
• Automatic toner replenishment
• Preventive maintenance and equipment repair
• Print-management and secure-printing software
• Usage reporting by device, department, or user
• Rules governing color and high-volume printing
• Printer and multifunction-device security
• Mobile and remote printing
• Quarterly business reviews
• Equipment replacement planning

Seven Measurable Benefits of Managed Print Services

1. Lower and More Predictable Printing Costs

Many organizations do not know their total printing cost because expenses are spread across equipment purchases, toner orders, repairs, IT support, paper, electricity, and multiple vendors.

Managed print services bring these expenses into a more visible and manageable program. Device monitoring and usage reporting can identify:

• Underused or unnecessary printers
• Expensive desktop devices
• Excessive color printing
• Duplicate or unauthorized supply orders
• Equipment that costs too much to maintain
• Print jobs that could be eliminated or digitized

The results can be measured by comparing total monthly print expenses and cost per page before and after implementation.

2. Fewer Printer-Related IT Requests

Without an MPS program, internal IT employees are frequently asked to troubleshoot printer problems, locate drivers, manage print queues, order toner, and coordinate service calls.

A managed print services provider assumes responsibility for many of these tasks. That allows the organization’s IT team to focus on cybersecurity, infrastructure, applications, and other strategic priorities.

This benefit can be measured by tracking:

• Printer-related help desk tickets
• Average resolution time
• Hours IT employees spend supporting print devices
• Number of vendors and service contacts involved

3. Less Equipment Downtime

Remote monitoring can notify the MPS provider when a device needs toner, service, or preventive maintenance—sometimes before employees know there is a problem.

Organizations can measure improved uptime through:

• Number of service incidents
• Average response and resolution times
• Repeat service calls
• Device availability
• Emergency toner orders
• Employee-reported interruptions

Maintenance history also helps determine whether a device should be repaired, relocated, or replaced.

4. More Efficient Use of Printers and Copiers

Having more printers does not necessarily make an organization more productive. Some devices may be overloaded while others produce very few pages.

An MPS assessment examines print volume, employee needs, equipment capabilities, and physical locations. Devices can then be consolidated, relocated, upgraded, or reassigned.

Fleet efficiency can be measured using:

• Average monthly volume by device
• Recommended versus actual device utilization
• Number of employees per device
• Color and black-and-white volumes
• Total number of devices
• Equipment age and service history

The goal is not simply to eliminate printers. It is to place the appropriate technology where employees need it.

5. Stronger Print and Document Security

Printers and multifunction devices are connected endpoints that process, transmit, and sometimes store sensitive information. An unmanaged print environment can create risks involving abandoned documents, unauthorized printing, outdated firmware, unsecured scanning, and improperly configured network devices.

A managed print services strategy can incorporate:

• User authentication
• Secure or pull printing
• Badge-release printing
• User and department permissions
• Data encryption
• Firmware and security updates
• Device configuration standards
• Secure scan destinations
• Usage monitoring and audit trails
• Data-overwrite and device-retirement procedures

Security improvements can be measured through device compliance reports, firmware status, authenticated-print adoption, audit results, and reductions in abandoned print jobs.

6. Better Support for Remote and Hybrid Employees

Remote and hybrid work can create a fragmented collection of home-office printers, unauthorized purchases, incompatible supplies, and unsecured devices.

Managed print services can establish standards for approved equipment, supply replenishment, technical support, print security, and device replacement. Depending on the organization’s requirements, employees may also be given secure ways to print from mobile devices or release documents at approved office locations.

Results can be measured through support requests, equipment inventory, supply expenses, policy compliance, and employee satisfaction.

7. Continuous Fleet and Workflow Optimization

Managed print services should not end after equipment is installed. A qualified provider should regularly review performance and recommend improvements.

During a quarterly business review, the provider may examine:

• Changes in print volume
• Device utilization
• Service history
• Supply consumption
• Departmental costs
• Color-printing patterns
• Security compliance
• Employee workflow challenges
• Equipment nearing the end of its useful life

These reviews can also uncover inefficient scanning and document-routing processes. In some cases, the largest improvement comes from replacing manual paper processes with secure digital workflows.

How Are Managed Print Services Savings Calculated?

A meaningful savings analysis should compare the organization’s current costs with its projected managed print environment.

The baseline should include:

1. Equipment purchase or lease costs
2. Toner and other consumable supplies
3. Maintenance and repair expenses
4. Cost per page
5. Paper and energy consumption
6. Internal IT and administrative time
7. Equipment downtime
8. Costs associated with multiple vendors
9. Unnecessary or abandoned printing

Organizations should be cautious about accepting a generic savings percentage without an assessment. Actual savings depend on the existing fleet, print volumes, current contracts, employee behavior, and opportunities for consolidation or workflow automation.

What Should You Expect From an MPS Provider?

A dependable managed print services provider should offer more than equipment and toner. Look for a partner that can provide:

• A documented assessment of the current environment
• Transparent cost and usage reporting
• Remote monitoring and automatic supply replenishment
• Local or clearly defined service coverage
• Print-security expertise
• Support for multiple equipment manufacturers
• Quarterly business reviews
• Fleet optimization recommendations
• Secure printing and scanning solutions
• A plan for equipment replacement and responsible retirement
• References from organizations with similar needs

Independent providers can be especially valuable when they are not limited to recommending equipment from a single manufacturer.

Managed Print Services From Doing Better Business

Doing Better Business is an independent business technology provider founded in 1973. We help businesses, schools, healthcare organizations, law firms, government agencies, nonprofits, and other organizations manage and secure their print environments.

Our managed print specialists assess, implement, monitor, service, and continually optimize printers, copiers, scanners, and multifunction devices. Depending on the client’s needs, a DBB managed print services program may include:

• Multifunction printers and copiers
• Desktop and network printers
• Production and wide-format printing equipment
• Automatic toner replenishment
• Device monitoring and service
• Print-management software
• Secure print release
• Secure scanning
• Nationwide fleet-management coordination
• Quarterly business reviews
• Workflow and document-management solutions

DBB supports technology from leading manufacturers, including HP, Brother, Canon, KIP, Konica-Minolta, Kyocera, Lexmark, Ricoh, Sharp, Toshiba and Xerox. We also help organizations connect their print environment with document workflows, cloud faxing, unified communications, and audiovisual collaboration solutions.

Schedule a Managed Print Assessment

The best way to determine whether managed print services will reduce costs or improve performance is to evaluate your current environment.

Doing Better Business can help you identify:

• What your organization is currently spending
• Which devices are overused or underused
• Where service and supply inefficiencies exist
• Whether print and scanning practices create security risks
• How your fleet could be consolidated or optimized
• Which results should be measured moving forward

Contact Doing Better Business to schedule a managed print assessment and develop a print strategy based on your organization’s actual usage, security requirements, and business goals.

Frequently Asked Questions About Managed Print Services

What is included in managed print services?

Managed print services commonly include fleet assessment, device monitoring, automatic toner replenishment, maintenance, repair, usage reporting, print security, equipment optimization, and ongoing business reviews. The exact services depend on the provider and the organization’s needs.

Can managed print services support equipment from different manufacturers?

Yes. An independent MPS provider may be able to manage a mixed fleet containing printers, copiers, and multifunction devices from multiple manufacturers.

Do managed print services include secure printing?

They can. Secure-print release, user authentication, badge printing, permissions, encryption, audit reporting, and secure scanning should be discussed when designing the program.

Can managed print services reduce printing costs?

Managed print services can reduce unnecessary printing, supply waste, service expenses, and IT support requirements. Actual savings depend on the organization’s existing fleet and should be calculated through a documented assessment.

Are managed print services only for large companies?

No. Small businesses, multi-location companies, schools, healthcare organizations, government agencies, and nonprofits can all benefit. The program should be scaled to the organization’s number of devices, print volume, locations, and support requirements.

How often should a managed print fleet be reviewed?

Usage and device health should be monitored continuously. A formal business review is often conducted quarterly, although the appropriate schedule depends on the size and complexity of the fleet.

Can an MPS provider manage printers in multiple locations?

Yes. Some providers manage regional, nationwide, and global print fleets. Organizations should confirm geographic coverage, service-level expectations, escalation procedures, reporting capabilities, and whether support is delivered directly or through service partners.

Want more answers?  Check out our FAQ section on our website.

Contact Doing Better Business today to learn more about our managed print services.

Written by Debra Dellaposta, President and CEO of Doing Better Business, an independent business technology provider serving organizations since 1973.