Managed Print Services, often called MPS, is a way to manage your company’s printers, copiers, supplies, service, and print costs through one coordinated program.

Instead of letting every department buy printers, order toner, call for service, and manage print problems separately, Managed Print Services gives your business a more organized way to support the entire print environment.

Quick Answer

Managed Print Services helps businesses control printing costs, reduce device downtime, simplify supply ordering, and make sure the right printers and copiers are in the right places.

It can include printer monitoring, service support, toner and supply management, usage reporting, device recommendations, and ongoing print strategy.

What Does Managed Print Services Include?

The exact program depends on your business, but Managed Print Services may include:

• Printer and copier assessment
• Device monitoring
• Service and repair support
• Toner and supply management
• Meter collection
• Usage tracking
• Cost-per-copy billing
• Print volume reporting
• Recommendations for replacing or consolidating devices
• Support for networked printers and multifunction systems
• Security and print policy recommendations

The goal is to make printing easier to manage while reducing unnecessary costs and support headaches.

Why Do Businesses Use Managed Print Services?

Many businesses do not realize how much time and money their print environment is wasting.

Common problems include:

• Too many desktop printers
• Uncontrolled toner ordering
• Employees using expensive devices for basic printing
• Printers placed in the wrong locations
• Old devices that need frequent service
• No clear view of print volume
• Color printing being used when black-and-white would be fine
• Multiple vendors handling different devices
• IT teams spending too much time on print issues

Managed Print Services helps bring order to that chaos.

How Does Managed Print Services Work?

MCC starts by reviewing your current print environment. This may include the number of devices, monthly print volume, device locations, service history, supply usage, and employee needs.

From there, MCC can help identify:

• Which devices should stay
• Which devices should be replaced
• Which devices are underused
• Which devices are overworked
• Where printers or copiers should be located
• How supplies should be managed
• Where printing costs can be reduced
• Whether your current setup supports your workflow

The result is a more intentional print environment instead of a random collection of machines acquired through years of “we needed a printer right there, so someone bought one.”

What Are the Benefits of Managed Print Services?

Managed Print Services can help your business:

• Reduce print-related costs
• Improve device uptime
• Simplify supply ordering
• Reduce toner waste
• Support users faster
• Improve print visibility
• Consolidate unnecessary devices
• Plan equipment replacements
• Improve document security
• Reduce burden on internal IT teams

For many organizations, the biggest benefit is simply knowing what they have, what it costs, and what needs to change.

Is Managed Print Only for Large Companies?

No. Managed Print Services can help small and mid-sized businesses too.

A smaller office may not need a complex print strategy, but it may still benefit from supply management, service support, usage tracking, and replacing inefficient printers.

MPS can be especially useful if your business has:

• Multiple printers or copiers
• Several departments
• More than one location
• Frequent toner shortages
• Recurring service issues
• Unclear print costs
• Employees relying on personal or unmanaged printers
• A growing team or changing office layout

If printing is a regular part of your business operations, it is worth managing properly.

Managed Print vs Buying Printers One at a Time

Buying printers one at a time may seem simple, but it can create long-term problems.

Over time, businesses often end up with different brands, supply types, service processes, print drivers, and support needs. That makes the environment harder to manage and more expensive than it looks.

Managed Print Services looks at the whole picture instead of only replacing one device at a time.

What Should You Ask Before Starting Managed Print?

Before considering Managed Print Services, ask:

• How many printers and copiers do we have?
• Who orders toner and supplies?
• How often do devices need service?
• Do we know our monthly print volume?
• Are we printing more color than necessary?
• Are employees using the right devices for the right jobs?
• How much time does IT spend on print issues?
• Are old devices creating avoidable downtime?
• Do we have secure print needs?
• Could we reduce the number of devices without hurting productivity?

If you cannot answer those questions, that is usually a sign your print environment needs a closer look.

When to Talk to MCC

Talk to MCC if you want to reduce printing costs, simplify printer support, replace aging equipment, or understand what your current print environment is really costing.

MCC can review your printers, copiers, supplies, service needs, and usage patterns to recommend a managed print approach that fits your business.

The best print environment is not always the one with the most machines. It is the one that lets your team work without constantly fighting printers.

Related Articles

• Should I Lease or Buy a Copier?
• What Affects the Cost of a Business Copier?
• What Is Cost Per Copy and How Does It Work?
• How Many Printers Does My Office Really Need?
• What Should I Ask Before Signing a Copier Lease?