Managed Print Services: A Guide to Cutting Print Costs

What are Managed Print Services?

Managed Print Services (MPS) means outsourcing the management of an organization's printing environment, rather than handling the printers, supplies, maintenance and monitoring separately. That typically covers the printer fleet itself, consumables like paper and ink, equipment maintenance, and ongoing monitoring of print volume and costs, as well as broader document management and print strategy.

Why do print costs often go unnoticed?

Print costs are easy to underestimate because they are spread across several categories: equipment maintenance versus replacement, consumables, and energy use from running printers. Underestimating print costs by 30-40% is a common challenge many businesses face. A reactive approach, where problems are only addressed once they cause visible disruption, tends to let these costs build up unnoticed. A proactive approach, with regular monitoring and oversight, is what MPS providers aim to deliver.

How do you move from reactive to proactive print management?

• Conduct a print audit: collect data on your current printer fleet, monthly print volume and costs.
• Set clear objectives, such as lower costs or better document management.
• Set print policies, for example default double-sided printing or limits on color printing, and communicate them to staff.
• Monitor print volume and supply use on an ongoing basis, and review the data regularly rather than only when a problem appears.
• Train employees on the new tools and policies so the change sticks.

What should you compare when choosing an MPS provider?

• Support services: the level of customer support and training included.
• Pricing: clear, scalable pricing that fits your budget as usage changes.
• Integration: whether the provider's tools work with your existing printers and systems, and can grow with your organization.

Beyond cost savings, proactive print management can also reduce unplanned downtime, through maintenance and supply monitoring, and improve document management and security practices across the business.