What Are Managed Print Services? A Guide to MPS

Managed print services (MPS) help businesses manage, monitor, maintain and optimize their printers, copiers and other print devices through an ongoing service relationship.

Instead of managing printer repairs, toner orders, device usage and print costs separately, businesses can work with a managed print services provider to oversee the entire print environment. The goal is to make business printing more reliable, secure and cost-effective while reducing the amount of time employees and internal IT teams spend managing print-related issues.

For organizations with multiple printers, copiers, departments or locations, an MPS strategy can also provide greater visibility into how devices are being used, what printing actually costs and where the print environment can be improved.

What Does MPS Mean?

MPS stands for managed print services.

Managed print services refers to the ongoing management and optimization of an organization's printing environment by a third-party provider.

Depending on the business and service agreement, an MPS provider may help manage:

• Printers, copiers and multifunction devices
• Toner and other print supplies
• Preventive maintenance and repairs
• Remote device monitoring
• Print usage and costs
• Print security
• Device placement and fleet standardization
• Print policies and workflows

MPS is more than printer maintenance. A complete managed print strategy looks at how an organization's entire print environment operates and identifies opportunities to improve performance over time.

What Is Included in Managed Print Services?

The exact services included in an MPS agreement vary by provider and organization, but managed print programs commonly include several core capabilities.

Print Fleet Assessment and Optimization

A print assessment establishes a baseline for the current environment.

Rather than assuming every existing printer or copier is necessary, an MPS provider can evaluate which devices are being used, where they are located, how much they print and whether the existing fleet matches the organization's actual requirements.

This process can help identify aging or underused equipment, overworked devices and opportunities to consolidate or reposition equipment.

The goal is to right-size the print fleet so that the organization has the appropriate equipment in the appropriate locations without maintaining unnecessary devices.

Remote Print Device Monitoring

Remote monitoring gives the MPS provider greater visibility into the condition and activity of devices across the print fleet.

Depending on the equipment and monitoring platform, this can include information about:

• Device status
• Error conditions
• Print volumes
• Toner or supply levels
• Equipment utilization
• Service needs

Rather than waiting for an employee to discover a printer problem, monitoring can help the provider identify certain issues earlier and coordinate service when necessary.

Automated Supply Monitoring and Replenishment

Managing toner and other print supplies can become surprisingly time-consuming across a large fleet.

With managed print services, supply levels can be monitored so toner and other covered consumables can be replenished based on actual usage and need.

This reduces the burden on employees to manually check supplies, place individual orders or maintain excessive backup inventory.

Maintenance, Repairs and Support

Printers and multifunction devices require ongoing service.

An MPS agreement can provide a defined process for preventive maintenance, troubleshooting and repairs, giving employees a consistent resource when equipment needs attention.

This can also reduce the amount of printer-related work handled by internal IT teams or other employees whose primary responsibilities have little to do with print equipment.

Usage and Cost Reporting

One of the challenges of managing printers individually is that businesses may have limited visibility into how much they print or what their print environment actually costs.

Managed print reporting can provide information about print volumes, equipment utilization and other fleet activity.

That data can help organizations identify inefficient devices, unusual usage patterns and opportunities to improve the print environment.

Print Policy Optimization

Print data can also be used to develop policies that better align printing with business needs.

Depending on the organization, that could include:

• Setting duplex printing as a default
• Establishing rules for color printing
• Routing larger print jobs to more efficient devices
• Reducing unnecessary desktop printers
• Standardizing equipment across departments
• Establishing appropriate user access

Print policies do not have to mean restricting employees from printing. The objective is to make sure the right equipment is being used for the right jobs and that unnecessary print expenses are easier to control.

Print Security

Printers and multifunction devices are connected endpoints within the business technology environment.

A managed print strategy can incorporate device configuration, user access controls, firmware management and other security measures appropriate for the organization's equipment and requirements.

Print security can also extend to the documents themselves by helping organizations control who can access or release sensitive print jobs.

How Do Managed Print Services Work?

Managed print services typically begin with an assessment of the existing print environment.

During a managed print assessment, the provider evaluates factors such as the number and type of devices in use, print volumes, equipment condition, supply usage, service requirements and current costs.

That information can then be used to develop a print strategy based on the organization's actual needs.

A typical MPS process includes four stages:

1. Assess the Current Print Environment

The provider documents the existing fleet and analyzes how printers, copiers and multifunction devices are being used.

This can uncover issues such as underused equipment, inefficient device placement, inconsistent equipment, excessive print volumes or unnecessary operating costs.

2. Develop a Print Strategy

Based on the assessment, the provider recommends ways to improve the print environment.

That could include consolidating devices, replacing aging equipment, standardizing equipment, changing device placement or establishing new print policies.

3. Implement and Support the Environment

Once the strategy is established, the MPS provider helps manage the equipment, supplies and service needed to keep the environment operating.

4. Monitor and Optimize

Managed print is an ongoing process rather than a one-time project.

Monitoring device usage and performance allows the organization and its provider to identify additional opportunities to control costs, reduce downtime and adjust the print environment as business needs change.

Managed Print Services vs. Managing Printers In-House

Without a managed print strategy, printer management is often spread across several employees, departments and vendors.

An employee may order toner, IT may troubleshoot connectivity issues, another vendor may repair a copier and purchasing may manage equipment contracts. This can make it difficult to understand the true cost or performance of the overall print environment.

The objective isn't simply to outsource printer maintenance. It is to create a more structured approach to managing the organization's entire print environment.

What Are the Benefits of Managed Print Services?

The specific results depend on the organization's current print environment, but businesses typically adopt managed print services to improve several areas.

Better Visibility Into Printing Costs

Printing expenses extend beyond the purchase price of a printer or copier.

Supplies, maintenance, service, employee time and inefficient device usage can all contribute to the total cost of printing.

An MPS assessment and ongoing reporting can help businesses better understand those costs and identify opportunities for improvement.

Less Printer-Related Work for Employees and IT

Employees shouldn't have to become the office printer experts.

Moving supply management, service coordination and other print responsibilities to an MPS provider can reduce the amount of time employees spend troubleshooting equipment or handling routine printer administration.

Reduced Downtime

Remote device monitoring, preventive maintenance and coordinated service can help keep critical equipment available when employees need it.

When service is required, organizations also have an established process and provider rather than searching for support after a device fails.

A Right-Sized, More Consistent Print Fleet

Organizations can accumulate a mixture of printer models and brands as they grow.

An MPS provider can use actual device and usage data to identify equipment that is underused, overloaded, poorly positioned or no longer appropriate for the organization's needs.

Consolidating unnecessary devices and standardizing equipment where appropriate can simplify supplies, maintenance, employee training and long-term fleet management.

Improved Print Security

Modern printers and multifunction devices can store, process and transmit business information.

Including these devices in an organization's broader security strategy can help businesses manage access and reduce unnecessary exposure of sensitive documents and data.

More Sustainable Printing Practices

An optimized print environment can also help organizations reduce unnecessary printing and resource consumption.

Strategies such as duplex printing, appropriate device placement, fleet consolidation and print policies can reduce paper, energy and supply usage.

What Is a Managed Print Assessment?

A managed print assessment is an evaluation of an organization's current printing environment.

The assessment helps establish what equipment exists, how it is being used and where there may be opportunities to improve efficiency or reduce unnecessary costs.

An assessment may examine:

• Number and type of print devices
• Device age and condition
• Print and copy volumes
• Color versus black-and-white usage
• Supply consumption
• Service and maintenance history
• Device placement
• Current print-related costs
• Employee and department requirements
• Security and workflow considerations

The resulting information provides the foundation for a managed print strategy based on actual usage rather than assumptions.

How Much Do Managed Print Services Cost?

There isn't one standard price for managed print services because every print environment is different.

MPS costs can depend on factors such as:

• Number of printers and copiers
• Monthly print volume
• Color versus black-and-white printing
• Types and ages of devices
• Service requirements
• Number of locations
• Supplies included
• Equipment included in the agreement

Some managed print agreements use per-page or per-device pricing structures, depending on the provider and services included.

The best starting point is understanding what the organization currently spends on printing and exactly what services are included in a proposed MPS agreement.

A print assessment can help establish that baseline before comparing options.

Who Should Consider Managed Print Services?

Managed print services can support organizations of different sizes and across many industries. The more important question is usually the complexity of the organization's print environment rather than the industry it operates in.

Businesses, schools, government organizations, professional services firms, healthcare organizations, manufacturers and multi-location companies can all have print environments that require ongoing management.

Consider evaluating managed print services if:

• Your organization operates multiple printers or copiers.
• Employees frequently run out of toner or other supplies.
• Printer problems regularly require help from internal IT.
• You don't know how much the organization spends on printing.
• Your fleet includes a mixture of aging devices, models or manufacturers.
• Different departments purchase and manage equipment independently.
• Equipment downtime disrupts employees' work.
• Your organization has multiple offices or facilities.
• Print security is becoming a greater concern.
• You want to reduce unnecessary printing and waste.

Even businesses that don't need to replace their existing equipment may benefit from understanding how their current fleet is being used.

How to Choose a Managed Print Services Provider

Choosing an MPS provider should involve more than comparing equipment or monthly pricing.

The provider will be responsible for supporting technology employees depend on every day, so businesses should evaluate both the proposed print strategy and the provider's ability to deliver ongoing service.

Questions to ask include:

What does the managed print assessment include?

Ask what data will be collected, how recommendations are developed and whether you can review a sample assessment.

What is the provider's service response time?

Understand how service requests are handled and what response expectations are established.

What is the provider's first-call effectiveness?

First-call effectiveness measures how often a service issue can be resolved during the technician's initial visit.

What geographic area does the provider support?

Organizations with multiple locations should confirm that the provider can deliver consistent support across the necessary service area.

Do technicians carry commonly needed parts?

Having access to commonly required parts can affect how quickly equipment is returned to service.

How are supplies managed?

Understand whether toner and other supplies are automatically monitored, shipped based on usage or ordered manually.

What reporting will you receive?

Ask what information the provider supplies about device utilization, print volumes, costs and fleet performance.

How does the provider address print security?

The provider should be able to explain how security considerations are incorporated into its recommendations, device configurations and ongoing management.

How will the print environment be optimized over time?

MPS should not end after the initial assessment and implementation.

Ask how frequently the provider reviews fleet performance, usage and business requirements and how recommendations are made as those needs change.

Managed Print Services FAQs

What does MPS stand for in printing?

MPS stands for managed print services. It refers to the ongoing management, monitoring and optimization of an organization's printers, copiers, supplies and related print operations.

What is a managed print service?

A managed print service is an ongoing service in which a provider helps an organization manage its print environment. Services can include fleet assessments, equipment management, supplies, maintenance, monitoring, reporting and optimization.

What is included in managed print services?

Managed print services can include print fleet assessments, remote device monitoring, toner and supply replenishment, maintenance and repairs, usage reporting, print security, fleet optimization and print policy management. The exact services depend on the provider and agreement.

Is managed print the same as printer maintenance?

No. Printer maintenance can be one component of managed print services, but MPS takes a broader approach. It considers the entire print environment, including equipment utilization, supplies, costs, security and long-term optimization.

Can managed print services work with existing printers?

Potentially. An MPS assessment can evaluate an organization's existing equipment and determine how it fits into the recommended print strategy. Not every MPS engagement requires replacing the entire fleet.

Are managed print services only for large businesses?

No. Small and midsize businesses can also use MPS, particularly when they operate multiple devices, lack visibility into printing costs or spend significant employee time managing printer issues.

Can managed print services help reduce printing costs?

MPS can identify opportunities to reduce unnecessary expenses by evaluating print volumes, device utilization, supplies and fleet design. The amount an individual organization can save depends on its existing print environment.

What is remote print monitoring?

Remote print monitoring uses software to provide information about networked print devices, which may include device status, usage, error conditions and supply levels. This information can help an MPS provider manage the fleet and respond to certain service or supply needs.

Build a Better Print Strategy

Managed print services give businesses a structured way to understand and manage their entire print environment rather than treating every printer, supply order and service issue separately.

The process begins with understanding what you have, how it's being used and what it's actually costing your organization. From there, a managed print strategy can help align equipment, service, supplies, security and ongoing support with the needs of your business.

Explore Managed Print Solutions from Standley Systems →