Boosting Business Productivity: The Unseen Benefits of Managed Print Services

In the hustle and bustle of today’s fast-paced business environment, it’s easy to overlook the small things that can make a big difference. One such game-changer is Managed Print Services (MPS). But what exactly is MPS and how does it boost productivity?

MPS isn’t just about managing printers—it’s about managing information. From streamlining daily operations to reducing costs, the advantages are far-reaching. In this article, we’ll delve into the productivity benefits of Managed Print Services, shedding light on how this often-overlooked service can be a catalyst for your business success.

So, if you’re keen to explore new avenues for productivity and efficiency, you’re in the right place. Buckle up as we embark on this enlightening journey through the world of Managed Print Services.

Understanding Managed Print Services

Editing documents, adjusting print settings, ordering supplies – if you’re running a business, you understand that print-related tasks can be a time-consuming and cumbersome process. Herein lies the value of Managed Print Services. Let’s delve a little deeper to further comprehend the subject.

What Are Managed Print Services?

Managed Print Services or MPS epitomize an outsourced solution for handling all aspects of your business printing. It’s not just about hardware maintenance. The scope of MPS encompasses supply management, document workflow, and even security. Simply put, MPS manages your print environment in an effort to streamline your operations and enhance productivity.

The Shift Towards Managed Solutions

The surge in digitization has had a measurable impact on businesses in every industry. Traditional methods of document management are gradually being displaced by innovative, digital solutions. Managed print services, with their potential to overhaul inefficient, analog workflow processes, represent a key part of this shift. They fit seamlessly into a corporate strategy, transforming print workflows into streamlined digital workflows. This shift aids not just in seamless operations but also provides an avenue for businesses to be more green-conscious by reducing paper wastage and energy consumption.

Essentially, incorporating managed print services offers businesses the opportunity to improve productivity, efficiency, and eco-sustainability. The shift towards these managed solutions is a reflection of a changing business environment, one that prioritizes strategic growth, efficiency, and sustainable practices.

Assessing the Impact on Productivity

Productivity, the crux of success for any business, ties notably to managed print services (MPS). Deeply understanding the impact of employing MPS on productivity is crucial. Herein, we dissect two major areas: streamlining document workflow, and reducing downtime and maintenance, focusing on the verifiable productivity benefits rooted in these aspects of MPS.

Streamlining Document Workflow

Managed Print Services deliver remarkable streamlining of document workflows, which invariably improves productivity. Given their digital tools and features, such as scan-to-email and mobile printing capabilities, they pave the way for quicker exchange and flow of documents.

Statistics from International Data Corporation (IDC) show that 35% of businesses report improved workflow efficiency upon the adoption of managed print services.[^1^] Take, for instance, a large-scale organisation dealing in voluminous paperwork on a daily basis. Streamlining their document workflow via MPS mitigates pitfalls related to mismanaged or misplaced documents. Consequently, it optimizes processes and accelerates the overall workflow.

Reducing Downtime and Maintenance

The reduction of downtime and maintenance is another significant alleviator of productivity harm. Unplanned device downtime and maintenance can cause a profound impact on productivity, with studies showing that businesses can lose up to 6.2 hours weekly due to printer-related issues[^2^].

Managed print services curtail this concern considerably by taking up the mantle of printer management and maintenance. From seemingly trivial aspects like toner replacement to critical components such as hardware failure, MPS alleviates the management burden. It ensures that devices are well-serviced and functional, and circumvents any potential bottlenecks that could lead to productivity losses. An example illustrating this is how industry powerhouse, Xerox, through its managed print service, reduced printer-related calls by 30% for client American Electric Power[^3^], signifying considerable downtime reduction.

[^1^]: Source: “Managed Print and Document Services for Contingent, Mobile and Remote Workers”, IDC, 2014.
[^2^]: Source: “The Real Cost of Printer Downtime”, Brother, 2018.
[^3^]: Source: “Managed Print Services Case Study”, Xerox, 2012.

Cost Savings and Budgeting

Clear financial benefits manifest in companies adopting Managed Print Services. A thoroughly optimized printing environment often leads to immediate cost savings and improved budget control. Let’s break down the impact MPS has on cost efficiency and budgeting in the business world.

Predictable Printing Costs

Running a printing environment isn’t anymore just about paper and ink— maintenance costs, downtimes, energy consumption, and supply replenishment are some significant expenses lurking in the printers’ shadows. MPS transforms these erratic costs into a predictable monthly expense. Service providers like HP, for instance, offer flexible service plans based on print volume, ensuring businesses pay only for what they print. This flat-rate model eliminates cost variations, making it easier for businesses to plan and manage their print-related budgets.

Reduced Waste and Resource Management

MPS also plays a critical role in reducing waste, leading to cost savings and improved sustainability. It does this by streamlining print jobs and eliminating unnecessary prints, a prime example of which is the ‘pull-printing’ solution offered by MPS providers like Canon; This solution only releases the print job when the user is at the printer, reducing paper waste due to uncollected prints.

Furthermore, through efficient supply chain management, MPS ensures that firms strike a balance between too much and too less in terms of resources like paper and ink. Ricoh’s Intelligent Devices, for instance, track usage patterns and alert administrators when supplies run low, thus preventing costly inventory shortages or wasteful overstock.

In a nutshell, managed print services benefits the bottom line by stabilizing printing costs and reducing waste while enhancing resource management. This enables businesses to allocate funds to areas that boost growth rather than being sunk into ever-burgeoning print costs.

Security and Compliance Benefits

Enhanced Data Protection

In today’s digital age, safeguarding sensitive data ranks as a prime concern for businesses. Here’s where Managed Print Services (MPS) step in, consistently fortifying data protection. You may wonder, how does this occur? MPS secured printing environments provide secure access to printing facilities, ensuring only authorized personnel conduct print jobs. The system implements user identification, often through biometric or RFID scanning, which cuts the risk of data breach significantly. One notable example is Xerox’s MPS, which promotes security through a User Permission feature. This feature allows administrators to set permissions, limiting display of sensitive documents to authorized users.

Meeting Regulatory Standards

Regulation compliance, especially concerning information security and privacy, can often seem overwhelming. But, MPS can simplify this process. By managing and monitoring your print environment, MPS contributes towards meeting regulatory standards, such as GDPR, HIPAA, and more. It provides a detailed audit trail of all print activities, therefore ensuring transparency and fulfilling mandatory compliance requirements. For instance, Canon’s MPS comes with advanced reporting tools that deliver comprehensive transparency over the entire printing process. It helps businesses remain in sync with the compliance requirements and avoid facing hefty legal penalties. In short, MPS brings peace of mind when it comes to managing compliance and related security issues.

Employee Satisfaction and Collaboration

Moving forward, let’s explore how Managed Print Services (MPS) advances employee satisfaction and encourages collaboration within organization setups.

Simplifying the User Experience

Grasping the power of MPS simplifies the user experience significantly. Employees don’t grapple with printer maintenance or supply management. Rather, they delegate these tasks to MPS providers like myself, freeing up crucial time. Consequently, everyone can center their attention on activities that generate more value for the company.

Another advantage lies in the consolidation of equipment and software. Continuous use of legacy hardware and outdated software breeds inefficiency, prompting a requirement for system upgrades. MPS providers like me handle such function overhauls. We integrate modern digital solutions into your workstation. Examples include scan-to-email tools, document management software, and mobile printing capabilities that improve staff workflow considerably.

Moreover, MPS promotes the introduction of user identification features, whether biometric or RFID. This inclusion makes printing processes seamless and secure, contributing to a worry-free user experience.

Encouraging Efficient Collaboration

Better collaboration serves as another advantage of MPS integration. It enables easy document sharing and access across teams or departments, fostering an environment friendly to creative brainstorming and problem-solving. Document management systems, for instance, allow team members to readily access and edit shared files. Users can retrieve documents from the cloud anytime, anywhere, making collaboration more efficient and responsive than ever before.

Further, the ability to print from multiple devices encourages flexibility and autonomy. Whether an employee wants to print from a laptop at the desk, a mobile device during a meeting, or from home, MPS makes these scenarios possible.

Indeed, when you adopt Managed Print Services, your employees reap significant productivity dividends. They spend less time worrying about mundane technicalities and more time infusing creativity, collaboration, and value into their core responsibilities.

Case Studies: Success Stories of MPS Implementation

I uncovered multiple instances of successful Managed Print Services (MPS) implementation. Each case, unique in its challenges and solutions, demonstrates the transformative impact of MPS on productivity and operational efficiency.

The first is the case of a large pharmaceutical company. Dealing with enormous volumes of paper documentation, the company sought to improve efficiency and security. After implementing MPS, they reported a 30% decrease in paper consumption. Additionally, secure print release options integrated by MPS ensured document confidentiality and eliminated unnecessary prints, boosting security and reducing waste.

My investigation into the healthcare sector revealed another insightful scenario. A well-regarded hospital, under pressure from increasing administrative tasks, chose to employ MPS. Post-integration, they reported smoother workflow processes as scan-to-email and mobile printing options ensured easy document sharing and access across departments. As a result, administrative efficiency saw a significant rise.

The third case is from the education sector. A large university, challenged by budget constraints and the need for better resource management, decided to adopt MPS. The outcome? Thanks to the cost-control mechanisms offered by MPS, their printing expenditures saw a dramatic decrease. Coupled with improved resource management, the university experienced notable enhancements, particularly in terms of financial productivity.

In the finance sector, my research spotlighted a renowned banking organization implementing MPS to simplify regulatory compliance. Through automated recordkeeping and tracking, MPS facilitated adherence to stringent industry regulations. The bank benefitted from seamless workflows, improved data security, and, ultimately, higher productivity.

Each of these cases stands as a testament to the productivity benefits brought about by MPS implementation. Each sector, with its individual challenges, found solace in the uniquely adaptable nature of MPS. These real-world examples offer enterprises solid proof of MPS’s capabilities in driving operational efficiency, enhancing collaboration, stabilizing costs, and mitigating security vulnerabilities.

Leveraging Analytics for Continuous Improvement

Becoming aware of data’s pivotal role in revamping organisations, Managed Print Services (MPS) integrate robust analytical tools. Tracking, analysis, and strategic decision-making emerge as critical sub-sections of this process.

Tracking and Reporting Usage

Insightful analysis begins with diligent tracking. MPS incorporates data tracking systems that monitor printing operations across an organization. These systems record crucial information such as the frequency of print jobs, commonly used printers, and most printed documents. For instance, if an office printer at XYZ Company generates 500 printouts daily, the tracking system registers this data. Analysis of such precise data fosters productive changes in a business environment.

Strategic Decision Making

Informed decisions are the bedrock of strategic planning. Data acquired from MPS analytics enables businesses to identify patterns, mitigate wastage, and optimize resource allocation. Suppose the collected data shows that printer usage peaks between 10 a.m. and 2 p.m. Based on this observation, a company might schedule larger print jobs for non-peak hours, thereby improving overall operational efficiency. In another instance, if a particular printer’s heavy usage incurs high maintenance costs, companies could eliminate it and opt for centralized shared printers.

Harnessing the power of analytics through MPS, I can help firms realize continuous improvement. The process is twofold: first, meticulous usage tracking followed by data-driven decision making. By leveraging these tools, organizations not only enhance productivity, but also pave the way for a sustainable work environment.

Selection Criteria for Managed Print Services Providers

Assessing possible Managed Print Services providers involves several key considerations. Among these, the provider’s experience and the potential for tailored and expandable solutions rank high. Below, I’ll provide detailed guidance on these points to assist decision-makers in their selection process.

Evaluating Provider Expertise

In scrutinizing potential providers, it proves pivotal to assess their level of expertise. A prospective provider’s historical performance, namely, a proven track record in successfully managing print services, provides an essential indicator. To measure this, inquire about their experience delivering MPS to organizations of similar size and industry. Ask for specific examples of print management challenges they’ve tackled and how their solutions enhanced those business operations. Additionally, assessing their technological prowess in integrating key features, such as scan-to-email and mobile printing, helps pinpoint their ability to improve productivity.

Considering Customization and Scalability

Another vital assessment measure relates to customization and scalability. A competent provider should offer tailored solutions, customizing their services to align with the organization’s specific requirements. For instance, they might integrate digital tools that streamline the company’s unique document workflows, reducing downtime and boosting productivity.

Scalable solutions are equally crucial. As an organization grows and evolves, its operational needs change. Ensure that the MPS provider can adapt the print services to accommodate this growth and meet changing needs. This capability proves especially significant with the integration of analytical tools. For example, as the company expands, the provider should seamlessly integrate more robust analytical tools for data collection and analysis.

Remember, selecting the right provider is more than a matter of cost efficiency. A thorough assessment of prospective providers in terms of their expertise, capability to deliver custom solutions and scalability can significantly impact productivity, ultimately leading to a sustainable work environment.


I’ve seen firsthand how Managed Print Services can revolutionize a business’s productivity. By streamlining workflows and reducing downtime, MPS allows teams to focus on what’s truly important. The ease of document sharing and digital integration not only simplifies user experiences but also fosters efficient collaboration. And let’s not forget the cost savings! But remember, while cost efficiency is a major plus, it’s not the only factor to consider when choosing an MPS provider. Their experience, ability to customize solutions, and adaptability to your organization’s changing needs are equally crucial. So, don’t rush the decision. Take your time to find the provider that fits your needs like a glove. Because when you do, you’ll see your productivity skyrocket and your work environment thrive. Trust me, it’s a game-changer.