Managed print services (MPS) have revolutionized the way businesses manage and optimize their printing operations. By consolidating diverse printers, copiers, and multi-function devices into a centrally-managed fleet, MPS helps organizations reduce costs, improve efficiency, and gain control over one of their largest and most overlooked overhead expenses - printing.
What are Managed Print Services?
An MPS program involves partnering with a third-party provider to assess, optimize, and manage an organization's entire print infrastructure. The MPS provider takes responsibility for the hardware, supplies, support services, and ongoing life-cycle management of the fleet. They analyze printing behaviors across all devices, consolidate models into a standardized set, and track usage. This consolidated approach minimizes the number of devices needed while maximizing features utilized. Devices are allocated strategically based on actual usage, with underutilized printers removed to improve efficiency.
Key Benefits of MPS
With printing representing a significant operational expense, MPS delivers measurable ROI through optimization of spend. Key advantages include:
Cost Savings
- Consolidating devices reduces capital expenditures and lowers the total cost of ownership over time. Standardizing the fleet streamlines supplies procurement for volume discounts. Outsourcing support contracts eliminates expensive repairs and downtime.
Increased Efficiency
- Remote monitoring tools provide usage data for rightsizing the fleet. Automated alerts flag issues proactively. Devices are always fully functional through rapid repairs and replacements. Unnecessary printing is curbed through policies and workflows.
Improved Security
- Sensitive documents are digitally tracked to prevent data breaches. Encryption and authentication controls minimize unauthorized access. Event logging aids regulatory compliance. Devices are routinely patched and updated to mitigate cyberthreats.
Simplified Management
- All responsibilities shift to the MPS provider, freeing up internal IT resources. Vendor-managed supplies inventory eliminates stockouts. Transparent monthly billing eliminates heavy upfront costs and surprises. Detailed reports enable cost control and optimization.
Transforming Business Printing with MPS
As printing expands with new technologies like labeling and wide-format, the complexity of managing a diverse fleet grows exponentially without Managed Print Services. Leading global organizations rely on these services to gain oversight, cut costs, reduce environmental impact, and streamline operations worldwide. Some examples:
- A pharmaceutical manufacturer consolidated 4,000+ global devices into a standardized, centrally-managed fleet with a single MPS provider. Annual costs fell 30% while security and uptime rose dramatically.
- For a retail conglomerate, MPS optimized 200+ U.S. store printing to just-in-time supply deliveries. Real-time usage data slashed paper waste 50% and freed up $2 million in annual supply budgets.
- By shifting 1,000 devices to a flexible MPS model, an aerospace engineering firm realized a 75% reduction in routine support calls. Streamlined life-cycle management extended average device lifespan by 18 months.
- Consolidating suppliers through a comprehensive MPS agreement, an automotive manufacturer standardized previously diverse fleets across 30 plants globally. This simplified outsourcing delivered $11 million in hard cost savings over 3 years in addition to productivity gains from a more efficient workforce.
Key Factors for MPS Success
While the promise of cost optimization and simplified management drives many organizations to explore MPS, not every program yields the desired outcomes. Careful planning and partnership are essential to realize the full transformative potential. Key considerations for success include:
- Strategic needs assessment to define objectives, scope initial device analysis accurately, and establish clear metrics for ongoing optimization.
- Vendor selection rigor - prioritize proven experience, strong governance model, and commitment to continuous improvement over headline promises.
- Change management planning to support workforce adoption of new workflows and policies governing print usage.
- Executive sponsorship for empowering the MPS provider to make strategic fleet consolidation decisions based on data, not politics.
- Realistic timeline focusing on sustainability over quick wins through gradual optimization, not rushed transitions.
- Tailored reporting with intuitive dashboards to track ongoing performance against baselines and enable well-informed decisions.
In Conclusion
