Adapting Managed Print Services (MPS) to Flexible Workspaces

As we dive headfirst into the future of work, flexibility has become the name of the game. More and more businesses are evolving their operations to accommodate this shift, and Managed Print Services (MPS) are no exception. But how can MPS adapt to these flexible workplaces we’re seeing today?

In this article, I’ll explore the ways in which MPS is adapting to meet the demands of the modern, flexible office. From remote printing solutions to enhanced security measures, we’ll delve into the changes that are shaping the future of this industry. So, whether you’re a business owner, an IT professional, or just curious about the future of work, buckle up. It’s going to be an enlightening ride.

Understanding MPS and the Rise of Flexible Workplaces

Moving onto an important bridge that links the previously discussed concepts, it’s vital to delve into recognizing Managed Print Services and the surge of flexible work environments.

The Basics of Managed Print Services

Managed Print Services, often referred to as MPS, signify a program offered by print providers that manage all aspects of a business’s print devices, including printers, scanners, faxes, and copiers. These services encompass everything from the initial installation of the devices to the regular maintenance, supply of parts, and even document workflow design processes.

For example, a business may use an MPS provider to streamline their internal communications. The MPS solution could consolidate various tasks such as copying, scanning, and printing, reducing the amount of time employees spend on paperwork. Additionally, MPS providers often offer enhanced security measures to protect sensitive data, making it a sought-after solution in a variety of professional settings.

The Emergence of Flexible Work Environments

With the advent of technological advancements and societal shifts, there’s been a notable rise in flexible work environments. The essence of these environments revolves around the ability for employees to work outside the conventional office setting. This flexibility might mean working remotely from home, a co-working space, or any location having an internet connection.

Collectively, these developments have led to a considerable shift in the way work gets done. A detailed survey by Global Workplace Analytics shows that remote work has grown by 140% since 2005, which is the fasted growing commuting mode. Adapting to such environments AS crucial as ignoring this trend could leave a company trailing behind its competition. As a result, modern businesses must find ways to adapt their operations to these new expectations, including implementing Managed Print Services.

Challenges of MPS in Flexible Workplaces

Adjusting MPS to flexible workplaces poses some unique challenges. Two of the main challenges include balancing cost and efficiency, and ensuring security and compliance.

Balancing Cost and Efficiency

Adapting MPS to flexible workplaces often involves a tug-of-war between cost and efficiency. On one hand, businesses expect adequate print supplies and optimal machine performance. On the other hand, they confront the realities of budget constraints. In remote work locations, for example, coordinating the distribution of print resources can inflate operational costs considerably. Likewise, ensuring efficient use of these resources, such as limiting wastage or having employees efficiently use print devices, represents another challenge. A specific instance would be a business operating from multiple locations, where managing remote print devices and mitigation of equipment downtime are pertinent challenges.

Ensuring Security and Compliance

With flexible working becoming the norm, maintaining stringent security and compliance standards also becomes a poignant challenge. Dealing with personal devices and public networks, MPS needs to safeguard confidential business information. For instance, imagine an employee printing sensitive documents from a personal device at a public co-working space. Ensuring the document doesn’t fall into wrong hands necessitates robust security protocols. Moreover, industries like finance or healthcare, governed by strict regulatory measures such as GDPR or HIPAA, demand compliance-oriented MPS solutions. Failure to do so can result in sizeable fines and reputation damage. Consequently, navigating these hurdles underlines the importance of adopting security-centric MPS in flexible workspaces.

Key Strategies for Adapting MPS

Moving ahead, it’s imperative to discuss certain strategies that play a significant role in adapting Managed Print Services to flexible workplaces.

Integrating Mobile and Cloud Technologies

One primary strategy involves the integration of mobile and cloud technologies into MPS systems. As the trend of remote and flexible workplaces is on the rise, almost 50% of the organizations globally are making a shift towards it. This demands an upgrade from traditional MPS solutions to ones that effectively leverage cloud-based services. As remote work involves using personal devices, it demands a print solution that is universally compatible. MPS that utilize cloud and mobile technologies provide templates, bookmarks and user preferences, assuring a consistent and secure print experience.

Scaling Services to Meet Variable Demands

Another prevailing concern is the fluctuation in print demands. Variable print loads, defined by the number of prints in a particular period, say, 100 prints per month, become a challenge in flexible work environments. The solution to this lies in scalable services. Effective MPS solutions flawlessly adapt to increasing or decreasing demand fulfilling the requirements. This not only maintains productivity but also optimizes cost by reducing wastage. Irrespective of whether one needs 50 prints one month and 200 the next, a scalable MPS solution ensures smooth operation, making it a key strategy.

Benefits of a Well-Adapted MPS Approach

Adapting Managed Print Services to suit flexible workspaces presents an array of benefits. These include, but aren’t limited to: boosting employee productivity, reducing the environmental impact, and streamlining cost-efficiency.

Improving Employee Productivity

A well-adapted MPS approach, that integrates mobile and cloud technologies, enhances employee productivity. It allows team members to print documents directly from their mobile devices or remotely via cloud-based platforms. Here’s how it works:

  • Keeping Print Operations Smooth: MPS eliminates the need for employees to manage printer-related issues, leaving them more time to focus on their core responsibilities.
  • Promoting Flexibility: Employees can print from anywhere, reducing the time spent on traditional printing methods.
  • Enhancing Collaboration: Cloud-based print solutions encourage information sharing, contributing to improved team collaboration.

Such capabilities ensure that irrespective of the location – be it office or remote – employees remain productive.

Reducing Environmental Impact

Certainly, a robust MPS supports green initiatives by facilitating environmentally friendly print solutions. In the face of the pressing need for sustainable practices, such an approach is highly beneficial. Here are some ways MPS reduces environmental impact:

  • Decreasing Print Volume: MPS strategies optimize print processes and policies. A clear example is ‘duplex printing,’ which reduces paper consumption and wastage.
  • Eliminating Waste: MPS aids in better management of print supply usage. By predicting and meeting exact supply needs, there’s an overall reduction in waste.
  • Promoting Energy Efficiency: MPS incorporates energy-efficient print devices into the network to reduce energy consumption significantly.

In sum, the application of an adapted MPS approach heightens productivity and sustainability. Consequently, its implementation in flexible workplaces is a strategic move that assures businesses of greater returns.

Case Studies: Successes in Adapting MPS

Real-world examples serve as proof of the substantial benefits that adapting MPS can bring to flexible workplaces. They provide concrete evidence of how print management can be effectively streamlined to suit various workplace setups. Below are two case studies illustrating the successful adoption of MPS in both small and large enterprises.

Small Businesses Embracing Change

Small businesses can benefit tremendously from the adoption of MPS, by primarily simplifying their printing ecosystem. A notable instance of this is a start-up tech firm that adopted MPS to manage their mobile and remote work environment. They rolled out a security-centric MPS solution optimized for mobile technologies. As a result, their employees enjoyed access to print assets from anywhere, boosting productivity and promoting flexibility.

Notable effects include:

  • Significant reduction in print-related expenditure, leading to an increase in profit margins.
  • Streamlined operations, by curbing the dependence on physical print infrastructures.
  • Increased employee efficiency due to the availability of on-demand printing.

In a nutshell, this small business was not just adapting to change but was actively embracing it, serving as a prime example of the effectiveness of a properly implemented MPS.

Large Enterprises Overcoming Obstacles

Large enterprises often face a unique set of challenges in managing their print requirements. A case study that epitomizes this is a global corporation operating across multiple locations worldwide. They faced the daunting task of coordinating print operations and maintaining data security in diverse work environments.

The global corporation deployed an MPS solution that integrated cloud technologies, which resulted in:

  • A uniform print strategy across all locations, leading to consistent experience for employees.
  • Enhanced security measures, particularly for handling sensitive data.
  • A sharp decrease in the environmental impact with reduced paper and ink consumption, supporting their green initiatives.

Despite the obstacles, this large enterprise successfully navigated the complexities of their print needs, demonstrating how the flexibility of MPS can benefit businesses of this scale.


Adapting MPS to flexible workplaces isn’t just a trend – it’s a game-changer. As we’ve seen, MPS can simplify complex printing ecosystems, whether you’re a small tech start-up or a global corporation. It’s about making print operations cost-efficient, secure, and easy to manage. But it’s not just about savings – it’s also about enhancing productivity, consistency, and sustainability. MPS is a powerful tool for businesses of all sizes. By embracing it, we’re not just adapting to the changing workplace environment – we’re shaping it. So, let’s keep exploring, innovating, and making the most of MPS in our flexible workspaces. The future is flexible, and with MPS, we’re ready for it.