Utilizing Managed Print Services (MPS) for Enhanced Corporate Sustainability: Challenges and Solutions

In today’s fast-paced business world, sustainability isn’t just a buzzword—it’s a necessity. As companies strive to balance growth with environmental responsibility, Managed Print Services (MPS) is emerging as a key player in the corporate sustainability arena.

MPS isn’t just about optimizing your print environment. It’s about creating a greener, more efficient workspace that aligns with your company’s sustainability goals. From reducing paper waste to lowering energy consumption, MPS can provide a roadmap to a more sustainable future.

So, let’s delve into the world of MPS and corporate sustainability. I’ll guide you through the ins and outs, showing you why it’s not just an option, but an essential strategy for businesses aiming to stay competitive in the 21st century. Buckle up—it’s going to be an enlightening journey.

Understanding MPS and Its Role in Corporate Sustainability

What Is Managed Print Services (MPS)?

Allow me to dive deeper into the concept of Managed Print Services (MPS). This is a service extended by print providers that manage all aspects of your business printing devices. It includes printers, scanners, faxes, and copiers. The purpose of MPS is not just to manage the device but focuses on streamlining your print environment, reducing wastage, improving efficiency, and cutting costs. It does this by providing businesses with a detailed analysis of their printing needs, proactive maintenance, supplies replenishment, and even document workflow solutions.

For instance, a manufacturing company might utilize MPS to automate their document workflow, thereby reducing manual handling, potential errors, and enhancing productivity. Similarly, a large corporation might deploy MPS to manage multiple printing devices efficiently across different office locations.

The Impact of MPS on Sustainable Practices

Let’s move on to analyzing the substantial impact MPS has on sustainable practices. To start with, the reduction of paper and ink consumption through MPS plays a significant role in sustainability. By having clear insights into print behaviors, businesses can strategize on printing only the necessary documents, thereby driving down paper usage.

An illustrative example of this impact is that a company with 100 employees, each printing 30 pages per day, could reduce paper usage by half through implementing MPS thereby saving around 750,000 sheets of paper a year.

Additionally, MPS also aids in energy conservation by managing the number of printers in use and optimizing their energy settings. For instance, if a company has ten inefficient printers constantly in operation, MPS could potentially replace them with five energy-efficient ones without compromising the print output volume.

Collectively, the decrease in energy and resource consumption contributes to a company’s green efforts, marking MPS as pivotal in corporate sustainability practices.

Analyzing the Environmental Benefits of MPS

MPS, or Managed Print Services, dramatically contributes to environmental preservation. This section illustrates, in detail, how MPS promotes sustainability by reducing paper waste, promoting recycling, enhancing energy efficiency, reducing carbon footprints, and contributing to long-term resources conservation.

Reducing Paper Waste and Promoting Recycling

First off, MPS plays a pivotal role in diminishing paper waste. A typical company with 100 employees can save nearly 750,000 sheets of paper annually through strategic print management. That’s a reduction approximately equivalent to 90 trees, a substantial number in the grand scheme of environmental conservation. Take, for instance, a corporate environment outfitted with MPS. In it, you’d find a precise analysis of printing habits, allowing for tailored recommendations to cut back on unnecessary print jobs and overshoots. Moreover, MPS encourages recycling initiatives, such as using recycled paper, which furthers the positive environmental impact.

Energy Efficiency and Reduced Carbon Footprint

MPS also aids in amplifying energy efficiency while decreasing businesses’ carbon footprints. Efficient management of printing devices, such as turning them off during non-business hours, helps save significant amounts of energy. To exemplify, consider a scenario in which a company uses MPS to automate sleep and wake cycles for their devices. The consequent energy savings, in this case, result in lower CO2 emissions, contributing directly to a smaller carbon footprint. Thus, MPS empowers companies to go greener and enhance their reputation as eco-friendly organizations.

Long-Term Conservation of Resources

Last but certainly not least, MPS paves the way for the long-term conservation of resources. By using MPS, the lifetime of printing devices extends due to regular maintenance and optimization. Companies, therefore, aren’t frequently replacing printers, which translates into lesser electronic waste and conservation of resources used in manufacturing new devices. Hence, MPS provides a robust solution for companies committed to enhancing both their bottom lines and corporate sustainability. By acting today, they’re investing in a greener, more sustainable future.

The Economic Advantages of MPS for Businesses

When discussing Managed Print Services (MPS), one cannot ignore the significant financial advantages it brings to businesses. From cost reduction to productivity enhancement, MPS offers multifarious economic benefits.

Cost Reduction and Budget Management

MPS facilitates efficient cost reduction and budget management. Utilizing MPS, a company can decrease its printing expenses by up to 30%. It achieves this feat by pinpointing extraneous costs related to print infrastructure, removing unnecessary devices, and promoting the use of efficient ones.

As an illustration, imagine a company with 50 printers where only 30 are under constant use. With MPS, the company can detect the underutilized printers, eliminate them, and thereby save a substantial amount on device purchase, maintenance, and energy consumption. These savings then translate into more available finances for strategic business initiatives, giving companies the pecuniary power they require.

Besides direct savings, MPS reveals unknown expenses which often go unnoticed. For instance, it accounts for hidden costs such as IT support, device downtime, and employee inefficiency due to device malfunctions.

Streamlined Operations and Increased Productivity

A well-managed print environment isn’t only about reducing costs but also about optimizing operations and enhancing productivity. By taking over the complexity of print management, MPS allows employees to focus on their core tasks, leading to increased productivity.

Consider a situation where employees spend 15 minutes of their workday troubleshooting printer issues. For a company with 100 employees, this results in a cumulative loss of 25 work hours per day, equivalent to more than three full-time employees. With MPS handling print-related issues, these valuable hours could be redirected into productive tasks, thereby streamlining operations and increasing efficiency.

The benefits of MPS aren’t simply environmental or financial. MPS brings seamless integration of current work processes, higher efficiency, and enhanced budget control. It presents a triple advantage: economical savings, operational efficiency, and contribution to sustainability. Recognizing this, businesses are rapidly leveraging MPS in their stride towards success, giving them not only an economic edge but also a sustainable future.

MPS Implementation Strategies for Sustainability

Conducting Sustainability Audits

A strategically implemented sustainability audit is the first step to introduce MPS into an organization. This procedure refines internal operations, assesses resource usage, and identifies opportunities for improvement. Furthermore, it evaluates potential areas for reducing waste and maximizing efficiency. For instance, audits can identify overused printers resulting in substantial power use or excessive cartridge waste. This process, therefore, establishes a baseline for effective MPS application and guides the development of a customized MPS strategy. Remember, these audits are best performed by experienced MPS providers who possess in-depth industry knowledge.

Integrating MPS with Corporate Sustainability Goals

Integrating MPS with corporate sustainability goals ensures that both sectors work in unison to deliver the best possible results. A shared focus on sustainability aligns company policies with MPS objectives, amplifying their combined effect on environmental conservation. As an illustration, a company aiming to reduce its carbon footprint might partner with an MPS provider to optimize their paper usage and recycle spent cartridges. The success of MPC does not hinge on its standalone implementation, but rather depends on its integration with existing organizational practices, systems, and objectives.

Training and Engaging Employees

Employee engagement and training is another crucial aspect of MPS implementation. To ensure a smooth transition, all employees must receive comprehensive training on MPS use and benefits. By understanding the link between MPS and conservation, employees are more likely to be proactive in their use of these services. For instance, they may choose to print fewer documents, use aggregated printing to save paper, or recycle used cartridges. It’s the small daily choices of each individual that collectively drive MPS to reach its true potential in aiding corporate sustainability.

Assessing the Social Implications of MPS

Managed Print Services (MPS) introduce a holistic approach to corporate sustainability, impacting environmental consciousness, organizational culture, and community engagement alike. Let’s delve into understanding the social ramifications of adopting MPS.

Encouraging a Culture of Environmental Responsibility

Integration of MPS into daily operations necessitates fostering a culture of environmental responsibility within organizations. This shift emphasizes adopting green practices such as decreased printing and efficient use of resources, aligning with the sustainability-oriented objectives of MPS.

For example, when employees are informed about how excessive printing contributes to deforestation, they’re likely to adopt responsible printing habits. Proactive training can further embed this consciousness, reinforcing the transition to environmentally sound practices.

Moreover, initiatives such as incentive programs or green competitions can spur proactive involvement. Company-wide recycling programs for used cartridges and old printers, for instance, constitute a tangible manifestation of environmental responsibility.

Community Engagement and Corporate Social Responsibility (CSR)

The adoption of MPS corresponds to the broader goal of Corporate Social Responsibility (CSR), extending beyond the company to the community. Engagement with the community, particularly through CSR initiatives, highlights a company’s efforts towards sustainability and echoes its commitment to social good.

One tangible example of this engagement might involve donating gently used printers and cartridges to local schools or nonprofits after upgrading office equipment. Alternatively, hosting sustainability workshops or participating in local green initiatives displays a company’s commitment to the environment and community welfare.

By employing MPS, a company broadcasts its dedication to sustainable practices, encouraging both internal and external stakeholders to follow suit. This alignment of corporate practices towards sustainability reinforces the social value of an organization, creating a ripple effect that resonifies through the community.

Real-World Examples of MPS in Action

Transitioning from previous sections, I now spotlight real-world examples with companies leveraging Managed Print Services (MPS) to boost their sustainability efforts. I delve into the specifics of case studies that document their journey towards sustainability and discuss the groundbreaking practices of leaders in the industry.

Case Studies on MPS and Sustainability

  1. Example 1: An eminent Fortune 500 company implemented MPS to reduce its carbon footprint. The company’s paper consumption dropped by 50% within the first year, equivalent to saving over 5 million sheets of paper, considering they handle nearly 1.5 million prints daily (source: case study data).
  2. Example 2: A renowned educational institution embraced MPS to make their administration more sustainable. They successfully reduced their printer fleet from 800 to 500 devices, resulting in energy savings of 30% (source: case study data).
  3. Example 3: A large healthcare facility transitioned to MPS, effectively reducing their reliance on paper by 40% and eliminating the necessity for 100 printers, leading to significant energy and cost savings (source: case study data).
  1. HP Inc.: As a global leader in the printing industry, HP’s MPS strategy aligns significantly with their commitment to sustainability. They offer sustainable options like cartridge recycling and energy-efficient devices, highlighting their steadfast dedication towards reducing environmental impacts.
  2. Xerox Corporation: Another industry giant, Xerox, integrates sustainability throughout their MPS operations. They devise ways to optimize printer fleets, offer recycling services, and promote energy-saving practices amongst their customers, all aimed at enhancing corporate sustainability.
  3. Ricoh: This multinational company’s MPS strategy revolves around sustainability. Ricoh’s initiatives, such as the use of energy-efficient devices and the emphasis on electronic documentation, underscore its firm commitment to the environment.

MPS’ contributions to sustainability aren’t limited to literature. These cases display how businesses across sectors actively tap into its potential, paving the way for others to follow suit. Industry leaders, with their sustainable practices and initiatives, continue to set remarkable examples, inspiring businesses globally to adopt a greener approach.

Navigating Challenges in MPS Adoption

Shifting to a new mindset aligned with MPS and sustainability is not as easy as it sounds. Hurdles are inevitably met along the way. In this section, I’ll share insights on overcoming these challenges and continuous improvement strategies to keep your MPS adoption on track.

Overcoming Obstacles in Transitioning to Sustainable Printing

Transitioning to Managed Print Services (MPS) involves meeting several issues head-on. Let’s dig into these obstacles and unravel the strategies to overcome them.

Firstly, a hurdle common to companies is the resistance to change. Employees used to traditional workflows may resist shifting to digitized processes. Overcoming this means addressing concerns and providing sufficient training. For instance, a multinational corporation introduced change management initiatives that simplified the transition for over 10,000 employees.

Secondly, IT security is a significant concern. With increasing reliance on digital platforms, data breaches pose a potential risk. It necessitates implementing robust security measures. A case in point: A mid-sized tech firm fortified their data security using HP Inc.’s advanced security technology when transitioning to MPS, thereby assuring data integrity during and after movement.

Lastly, cost is another factor businesses often grapple with. Going green has to be affordable to ensure feasibility. Here, deploying MPS solutions that match the company’s financial capacity is essential. Smaller businesses, for instance, may opt for more cost-effective solutions from Xerox Corporation, which provides MPS at various price points to accommodate businesses of different scales.

Continual Improvement and Adaptation in MPS Strategy

But embedding MPS within a corporate setting doesn’t stop at adoption. Constant improvement and adaptation are key to maintaining productivity and efficiency while catering to evolving sustainability needs.

Streamlining workflows, for instance, is a continuous necessity. MPS aids in identifying non-value-adding tasks and automate processes, thereby boosting productivity. Take the case of Ricoh’s MPS clients, who achieved a 25% increase in efficiency due to their workflow streamlining techniques.

Certificate bodies such as ISO also require continual improvement in environmental performance. Hence, businesses must integrate the MPS strategy into their ISO 14001 Environmental Management System, which provides a formal framework to track, manage and improve environmental performance.

Lastly, staying updated with emerging technologies is crucial. MPS providers consistently unleash more innovative and sustainable designs, like energy-efficient devices and biodegradable cartridges. Businesses need to adapt to incorporate these innovations to maximize benefits.

The journey of MPS adoption doesn’t end at implementation. It’s a continuous process of overcoming obstacles and embracing improvements that lead to flourishing sustainability in corporate settings.


I’ve shown you the power of MPS in driving corporate sustainability. It’s not just about reducing paper waste or enhancing energy efficiency, but also about fostering an environmental responsibility culture. I’ve given you examples of companies that are doing it right and industry leaders who are committed to this cause. Sure, there are challenges, like resistance to change, IT security, and cost issues. But with the right strategies, these can be overcome. It’s all about continuous improvement and staying updated with emerging technologies. MPS is not just a tool, it’s a strategy that can help your company maximize its sustainability efforts. And remember, integrating MPS into your environmental management systems, like ISO 14001, is key. So, let’s make sustainability a standard, not an afterthought.