Keys to MPS Success: Measuring Performance, Security and Scalability

Navigating the world of Managed Print Services (MPS) can feel like a complex maze. But, when you’ve got the right metrics to gauge your MPS success, the path becomes clearer. I’m here to help you understand those crucial indicators.

In today’s digital age, MPS is more than just managing print devices. It’s about optimizing your entire print environment to boost productivity and reduce costs. But how do you know if your MPS is truly successful? That’s the question we’ll be exploring in this piece.

So, if you’re ready to dive into the nitty-gritty of measuring MPS success, you’re in the right place. Let’s uncover the key metrics that will help you evaluate your MPS performance effectively.

Understanding MPS and Its Importance

It’s crucial to comprehend the concepts of Managed Print Services (MPS) and the related importance while aiming to measure its success. Retaining a summarized context, let’s delve into understanding MPS and why businesses adopt it.

What Is Managed Print Services (MPS)?

MPS, often referred as Managed Print Services, entails holistically managing, optimizing, and streamlining an organization’s print environment. Typically, it includes tasks related to print devices, such as scanners, copiers, and faxes, spanning from maintenance to supply management. However, in the layered complexities of today’s digital environment, MPS extends far beyond device management. It now incorporates the frameworks for managing and optimizing workflows, enhancing productivity, and reducing operational costs.

Why Businesses Opt for MPS

Primarily, organizations opt for MPS with an objective to simplify print management, thus increasing productivity and reducing costs. Having a consolidated, scalable, and managed system puts an end to chaotic print environments. This reduction in complexities subsequently leads to an improvement in productivity.

Simultaneously, the efficiencies gained from a streamlined MPS approach are extensive. It includes not just tangible savings like reduced paper and ink consumption, but also intangible benefits like minimized downtime and enhanced security. In an era where cost-effectiveness and efficiency are paramount, MPS becomes a significant game-changer for businesses. This helps to understand the significant importance of MPS and why businesses opt for it.

Key Performance Indicators for MPS Success

To understand and evaluate MPS success, a set of Key Performance Indicators (KPIs) proves crucial. The following components hold importance in this regard:

Cost Savings and Reduction

Keeping track of economic performance, the cost savings parameter remains vital for gauging MPS success. It refers to the financial advantages a company experiences after implementing MPS. For instance, monitoring current print-related expenses—be it paper, ink, or time spent maintaining equipment—helps pinpoint potential savings. Assessing costs spent before MPS implementation gives evidence of financial effectiveness.

Printer Fleet Optimization

Effectively managing a company’s collection of printers, scanners, and faxes—termed as the ‘printer fleet’—vies for attention in the MPS success meter. By undergoing regular audits and maintaining robust tracking systems, organizations can understand usage patterns. This assessment, too, improves functionality. For example, relocating printers, or replacing less-efficient models with upgraded ones could reduce costs, streamline workflows, ensuring optimal utilization of resources.

Environmental Impact and Sustainability

The last Key Performance Indicator rests on sustainability and environmental impact. An efficient MPS strategy contributes significantly towards reducing carbon footprints. By encouraging double-sided printing or digitizing documents, an organization not only saves paper but also works in line with eco-friendly guidelines. Thus, an examination of paper usage can reveal the success of an MPS strategy. Adoption of sustainability practices, for instance, reduction of paper consumption, stands as a testimony to the effectiveness of the MPS strategy.

Measuring Quality and Efficiency

As we progress further into articulating key performance indicators for MPS success, we venture into the fields of quality and efficiency. Critical among them are end-user satisfaction, feedback, service response times, and resolution rates.

User Satisfaction and Feedback

Gaining insights about user satisfaction serves as a crucial barometer of MPS success. Users being the primary beneficiaries and operators of MPS, their satisfaction profoundly impacts the quality and efficiency of the service. Collecting user feedback through surveys, or direct feedback platforms, acts as an incredible resource in terms of understanding user experiences and expectations. Survey responses highlighting low downtime, improved speed, and better overall printing experiences confirm a positive impact of implemented MPS strategies. For instances where user satisfaction is low, pain points highlighted in their feedback pave the way for improvements, strengthening strategies, and enhancing service quality.

Service Response Times and Resolution Rates

In addition to user feedback, monitoring service response times and resolution rates affords a quantitative measure of your MPS’s efficiency. Quick response times indicate not only swift problem acknowledgment but also resource readiness to address issues. On the other hand, high-resolution rates often equate to effective problem-solving abilities. The numbers speak for themselves: a high first-time fix rate of 90% or better, for example, signifies a strong, efficient MPS system in action. Inversely, a lower number could signal a reactive, rather than a proactive approach, hinting at a need for further MPS strategy reinforcement. In deploying MPS, it’s imperative to keep tabs on these indicators, fostering an environment of continuous service improvement and ensuring maximum efficiency.

MPS and Security

In the domain of Managed Print Services (MPS), security often constitutes a primary concern. It stands as a crucial facet of MPS that merits close attention. Let’s talk about its importance and the tactics for enhancing document security, ensuring compliance with regulations and standards.

Enhancing Document Security

An MPS system plays a pivotal role in heightening the security of documents. By deploying secure printing protocols and advanced features like pull-printing and user authentication, MPS reduces the risk of sensitive document exposure. For instance, user authentication ensures that only authorized individuals access the printed documents, reducing the potential security breaches substantially. Additionally, pull-printing lets users release the print jobs on demand, negating the chance for uncollected printouts lying around insecurely.

MPS also provides mechanisms for digital security. It incorporates encryption, role-based access, and tracking tools for defending against cyber threats. Encryption safeguards the transmission from printer to server, whereas role-based access limits access to sensitive data. The tracking tools, as in the case of audit trails, offer visibility into users’ printing actions, enabling us to detect unusual activity promptly.

Compliance with Regulations and Standards

Regulatory compliance also threads into the MPS success narrative, mainly because of its association with document security. MPS assists organizations in complying with industry standards and regulations like the General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA). These regulations dictate the proper handling and protection of sensitive information, holding companies accountable for data breaches.

With MPS, organizations can easily document their compliance. For example, MPS provides logs of print activities, which prove to be helpful during audits. MPS systems also impose access controls and encryption, which align with the mandates of GDPR and HIPAAP.

Hence, MPS becomes a vital tool in both safeguarding sensitive data and ensuring regulatory compliance. It echoes the broader story of MPS success, underlining the need to measure the impact and efficiency of these security measures.

Long-Term Benefits of MPS

After an in-depth understanding of the top-level benefits and security considerations, it’s time to delve a little deeper. Below, we discuss some long-term benefits of adopting Managed Print Services (MPS).

Strategic Business Growth and Scalability

One significant benefit inherent to MPS is the facilitation of strategic business growth and scalability. When a company engages MPS, it outsources print management to a specialized provider. This action eliminates the hurdles of managing an in-house print fleet, freeing up time and resources that can be redirected towards core business operations.

For instance, a larger corporation with thousands of employees could outsource its print operations to an MPS provider. The provider handles everything, from maintaining printers to keeping an eye on ink and paper levels. Liberated from these chores, the corporation’s IT team can concentrate on strategic projects that directly stimulate business growth.

At the same time, MPS provides scalability, a critical feature for growing companies. Businesses experience periods of expansion and contraction, necessitating flexible solutions that adapt to changing needs. With an MPS implementing scalable solutions, print resources can expand or contract without significant disruption, adapting to the organization’s size and needs anytime.

Continuous Improvement and Future-Proofing

In our fast-paced digital environment, technology becomes obsolete quickly. Regular updates in software, hardware, and protocols keep enterprises poised for continuous improvement. MPS offers a solution to this constant need for advancement by providing technological upgrades that keep pace with evolving industry standards and needs.

For example, an MPS provider may offer a transition from traditional multi-function printers to ones that offer cloud printing and mobile compatibility. These new functionalities are carried out without a massive upfront investment on the part of the business, thanks to the contractual nature of MPS.

Similarly, MPS providers frequently offer training sessions to ensure that all employees are up-to-date with new systems. This ensures a smooth transition during upgrades and minimizes disruption of work workflows.

Overall, MPS promotes continuous improvement and keeps businesses future-proof, avoiding obsolesce and maintaining technological competitiveness in the marketplace.


So, we’ve seen how MPS success isn’t just about reducing printing costs. It’s about optimizing resources, boosting security, and ensuring compliance. It’s about driving business growth and future-proofing operations. By focusing on these critical KPIs, businesses can unlock the full potential of MPS. The key to MPS success lies in continuous improvement, technological upgrades, and employee training. Remember, it’s not just about managing print services, it’s about leveraging them to enhance overall business performance. And that’s what really measures MPS success. It’s the broader impact on your business, from financial gains to increased security, and from regulatory compliance to strategic growth. So, don’t just measure MPS success, maximize it.