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Why It Matters

Printers are often one of the most overlooked parts of an office, yet they create a steady drain on time, budget, and IT resources. Between running out of toner, constant paper jams, and unexpected repair costs, managing your own print environment can be frustrating and expensive.
That’s where Managed Print Services (MPS) come in. But what exactly are they, and are they worth it for your business?

What Is Managed Print Services?

Managed Print Services (MPS) is a third-party solution that takes over the management of your printing infrastructure. This includes your printers, copiers, scanners, and fax machines, plus the supplies, maintenance, and even usage tracking that goes with them.
Instead of buying equipment and handling everything in-house, you work with a provider who installs the hardware, monitors your usage, and keeps everything running, all for a predictable monthly fee.

What MPS Typically Includes

While each provider structures their offering differently, most MPS packages include:

• Assessment of your current print environment and needs
• Installation or upgrade of printers and multifunction devices
• Automatic delivery of ink and toner
• Scheduled maintenance and break/fix support
• Remote monitoring and usage tracking
• Print security tools and document management support

Managed Print Services (MPS) isn't just about printers, it's about better workflow, lower costs, and fewer headaches.

Who Is MPS For?

Managed Print Services are especially useful for businesses that:

• Have 5 or more printers in use
• Struggle with high printing costs or waste
• Don’t have internal IT support for printer issues
• Frequently run out of ink or paper unexpectedly
• Want to track or limit print usage by department or user

That said, even smaller businesses can benefit, particularly if they do a lot of document-heavy work like legal, accounting, logistics, or education.

Benefits of Using MPS

There are three core benefits that most businesses see with a well-run MPS setup:

The biggest wins with Managed Print Services (MPS) are cost control, uptime, and visibility.

• Lower printing costs: MPS providers help consolidate devices, reduce energy use, and eliminate unnecessary printing. This can cut costs by up to 30% in some cases.
• Less downtime: Automated maintenance and proactive monitoring mean fewer surprise breakdowns and tech calls.
• Better tracking and control: You can set user permissions, track who prints what, and even pull reports for each department.

Potential Drawbacks to Consider

Like any service, MPS has trade-offs. Here are a few things to keep in mind:

• It can feel like giving up control, especially if you're used to managing everything in-house.
• Monthly fees add up over time, even though you're getting more for your money.
• Not all providers are the same. Some offer more responsive support or better hardware than others.

It’s important to ask questions about contract length, upgrade options, cancellation terms, and what happens if you outgrow the service.

How to Know If It’s Right for You

Ask yourself a few simple questions:

• Do we have print-related downtime or frustration more than once a month?
• Is someone in our office constantly ordering toner or fixing paper jams?
• Do we have little to no visibility into what’s being printed and by whom?

If you answered yes to any of these, it’s worth exploring MPS providers to see what kind of plan might work for your setup.

Final Thoughts

Managed Print Services take a messy, time-consuming part of office life and turn it into a streamlined, professional system. You get consistent performance, predictable costs, and support when you need it, without having to think about printers every week.
For most growing businesses, that trade is well worth it!