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What is Managed Print Services

What are Managed Print Services?

Managed Print Services (MPS) are a set of solutions offered by large printing providers that handle most, if not all, aspects of a company’s printing needs. Essentially, a company pays a monthly fee to a provider for access to a printer and support for those printers. Devices that may be handled by managed print services could include:

  • Printers
  • Scanners
  • Faxes
  • Copiers

But are managed print services worth it for your company? It can be hard to tell. However, many businesses would benefit from using managed print services. Here’s how it can help your business and how to find one.

Why Are Managed Print Services Important?

Managed print services are important because they handle many of the duties of an IT team when it comes to managing your printing needs. You’re not just working with hired staff but with an outsourced team of experts on the machines you use. Here is a general snapshot of most of the duties covered by managed print services:

Management of Devices

They will manage and take care of the devices you use to print your products. This may mean upgrading them, installing security measures, and helping replace broken parts. Doing this alone can cost hundreds of thousands of dollars and even more man-hours. With an MPS, you don’t have to worry about this management. This also goes for maintaining supply needs and making sure you’re equipped with the printing tools you need. They can also help you determine whether you need copiers or printers

Toner Replacement

Every business owner doesn’t want to have to worry about replacing the toner in their printer. They want to be focused on the work that is important to them. Managed print services can keep you on a routine schedule for toner replacement. They can also provide extra stock when you have big printing jobs that need to be done. With that in mind, you can stay focused on the duties that bring in money to your company.

Print Reporting

One of the key ways to cut costs is by having the correct data to synthesize where extra spending is taking place. An MPS can provide that data for you. They can report key insights such as:

  • Print volume
  • Types of documents you are printing
  • Device utilization
  • Supply management
  • Cost tracking across projects and departments
  • Long-term printing trends
  • Security reporting
  • Print quality
  • Mobile printing usage
  • And more!

These print reports can help you adjust your activities to save money and be prepared.

Manage Security Measures

MPSs can handle the security of your printers. As printers need access to Wi-Fi connections and mobile printing, this has left them vulnerable to security threats. Managed printing services can help you stay safe and secure. They can help you institute protocols to keep your team and documents safe. As well as they can help you spot vulnerabilities and your printing process.

Provide Support for Printers

Wish you had a dedicated team to make sure your printer is functioning? With managed print services you can have that and more. Most providers offer a dedicated support team that knows your printer from the inside out. They will be able to get you up and running much quicker than having to call a support team and do everything yourself. It’s printing services are critical to your business then you need a dedicated team of experts.

Benefits of Implementing MPS in an Organization

Managed print services can perform a lot of duties for your business. As a result, businesses can then focus on other work. Here are some of the top benefits your business can take advantage of when using an MPS.

Know How Much You Need to Print

For most MPs services they offer reporting about the amount a volume you are doing weekly or monthly. From there you can strategize on how much supplies you will need for any given period. This is helpful for saving costs as well as preparing for busy months. Again, you will have access to a wealth of stats that can empower your organization.

Get Access to Better Printers & Copiers

Are you working with unreliable printers? Managed print services can give you access to top-of-the-line copiers and printers for commercial use. These printers can have special functions, features, and network access to make sure you can print your documents at any time. This can reduce bottlenecks and improve your bottom line. Don't be stuck with the printer that's going to abandon you.

Never Worry About Supplies

Part of the duties of an MP is to manage your supplies. You don't have to worry about seeking out toner, paper, or card stock. This can all be handled for you and you can also have keen insights to know exactly how much paper you will need. Most suppliers will automatically restock before you run out.


One underrated benefit to using managed print services is that there is predictability. This means that you can always count on your supplier to come through for you. You don't have to worry about having to fix your printer on your own or forgetting to restock supplies. You can just focus on using the devices. This predictability can even help you grow your business.

Support and Training Provided

Most suppliers will offer training for staff to run office copiers or other machinery. They can help you train staff on how to let's print different materials and restock the printer. Moreover, many provide technicians that will come to your office should and breakdown occur. These technicians are trained and work on your devices every single day. As a result, you don't have to reach out to a third party that may or may not know how to fix your device.

Remote Printing Capabilities

While remote printing is nothing new, doing so securely is very important. Where they managed printing service you can ensure that you are able to print the material that you need securely wherever you are.

Flexibility to Change Equipment

Managed print services allow you to upgrade and downgrade your printing devices when you need to. You can upgrade to the latest tech and stay ahead of the curve when it comes to your printed materials. You are not stuck with a machine that doesn't work for your needs. This can be vital when you are experiencing rapid growth.

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Selecting the Right Managed Print Services Provider

Factors to consider when choosing an MPS provider

Not every managed print service is the same, many offer different features and devices. However, here are some critical standards that should determine your decision-making:

  1. Experience
  2. Customized solutions
  3. Print assessments
  4. Reporting tools
  5. New and updated printers and technology
  6. Customer support
  7. Pricing, contract length, and terms

Considering all seven of these factors can help you make the best decision for your company.

Questions to Ask Potential MPS Providers

Some of the questions you can use to figure out this information include:

  1. How many years of experience do you have in providing Managed Print Services?
  1. What is the process for conducting a comprehensive assessment of our current print environment, and what insights can we expect from the assessment?
  1. What technology and software do you use to optimize print management, monitor usage, and enhance security?
  1. How do you handle supply replenishment, and do you offer automated supply management solutions?
  1. What kind of customer support and technical assistance do you provide, and what are your response times for service requests?
  1. How can you ensure my printing devices are safe and secure from cyber-attacks?
  1. How do you schedule maintenance and upgrades to minimize downtime?
  1. Do you offer solutions for mobile printing, remote print management, and cloud printing?
  1. What are the upfront and ongoing costs?
  1. What are the contract terms, and is there flexibility in adjusting the contract as our organization's needs change over time?
  1. What training and support do you provide to our staff to ensure a smooth transition to the MPS system?

Need Managed Print Service for Your Company?

Are you looking for a partner to handle your printing needs? Want to work with reputable suppliers? Don't worry, 360Connect can help! We help connect businesses with highly qualified suppliers every day! Just fill out our 1-2-minute form and we'll contact you to verify your information. From there, you can relax as up to 5 quotes will come your way. It's that easy!

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