Maximizing Your Printer Fleet Efficiency With Managed Print Services

The efficiency of a printer fleet is crucial for businesses that rely heavily on document printing. Maximizing the efficiency of a printer fleet can result in significant cost savings, increased productivity, and reduced environmental impact.

However, managing a printer fleet can be time-consuming and complex, especially for large organizations with multiple locations and hundreds of printers. This is where managed print services (MPS) come into play.

MPS is an outsourcing service offered by third-party providers that aims to optimize the printing environment for businesses. MPS providers typically offer a range of services, including remote monitoring and management of printers, proactive maintenance and repair, supplies management, user support, and reporting and analytics.

This article will explore the benefits of MPS for optimizing printer fleet efficiency and provide insights into key considerations when selecting an MPS provider.

The Importance Of Printer Fleet Efficiency

As businesses continue to grow, their printing needs also increase. This leads to the acquisition of more printers and other related equipment, resulting in a printer fleet. However, managing this fleet can be challenging without proper planning and implementation of efficient strategies. Therefore, it is crucial to enhance printer fleet efficiency through managed print services.

Enhancing printer fleet efficiency has numerous benefits that contribute to an organization’s success.

Firstly, it reduces printing costs significantly by optimizing the use of printing resources.

Secondly, it improves productivity by ensuring that employees have access to reliable and fast printing services.

Finally, enhancing printer fleet efficiency reduces environmental waste through reduced paper usage and energy consumption.

To achieve optimal printer fleet efficiency, organizations require professional assistance from managed print service providers. These providers help businesses identify areas where they can improve their printing processes by conducting assessments on current workflows and recommending customized solutions tailored for specific business needs. In addition, they provide ongoing support and maintenance to ensure continued improvement in printer fleet efficiency.

What Are Managed Print Services?

Managed print services (MPS) is a comprehensive approach to managing an organization’s printing needs. This service integrates hardware, software, and support services to optimize the printing process. MPS providers offer a range of managed print solutions that can help businesses streamline their document workflow while reducing printing costs.

The primary objective of MPS is to maximize the efficiency and productivity of an organization’s printer fleet. With MPS, organizations can outsource their print management tasks to a third-party provider. This allows them to focus on their core business functions while leaving the printer fleet management to experts.

MPS providers offer a range of services such as remote monitoring, proactive maintenance, automatic toner replenishment, and user authentication. These services not only reduce costs but also improve document security and compliance. MPS providers typically use advanced software tools to monitor and manage printers in real-time.

These tools help identify potential issues before they occur, ensuring that printers are always up and running when needed. The use of analytics and reporting tools also helps organizations gain valuable insights into their printing habits. These insights can be used to optimize printer usage further, reduce waste, and improve overall efficiency.

By leveraging the expertise of MPS providers, organizations can achieve significant cost savings while improving their document workflow processes.

Benefits Of Managed Print Services

Managed Print Services (MPS) can offer numerous benefits for companies looking to optimize their printing operations. One of the primary advantages is cost savings. MPS can help reduce the overall cost of printing by streamlining the print environment, consolidating hardware and supplies, and implementing efficient processes. Furthermore, MPS providers typically offer flexible pricing models that align with a company’s specific needs. This means businesses can pay for only what they need, rather than investing in unnecessary equipment or services.

Another benefit of MPS is improved efficiency. With an optimized print environment, companies can minimize downtime and improve productivity. MPS providers can monitor printer usage and proactively address issues before they become major problems. They can also automate processes such as toner replacement and maintenance to reduce the burden on IT staff. Additionally, centralized management tools enable easy tracking of all printing activity across the organization.

In addition to cost savings and improved efficiency, MPS can also enhance security and sustainability. MPS providers can implement secure printing solutions that require user authentication before releasing a document from the printer. This helps prevent unauthorized access to confidential information or sensitive documents.

Additionally, MPS providers can help organizations reduce their environmental impact by implementing eco-friendly practices such as duplex printing and recycling programs for used toner cartridges and paper.

Overall, Managed Print Services offer many benefits for businesses seeking to optimize their print environment while reducing costs, improving efficiency, enhancing security, and promoting sustainability. By partnering with an experienced provider, companies can achieve these goals while freeing up internal resources to focus on core business activities.

Key Considerations When Selecting An Mps Provider

One objection that may arise when considering managed print services (MPS) is the perceived loss of control over printer fleet management. However, selecting the right MPS provider can actually increase control and visibility of your printer fleet while reducing costs.

When selecting an MPS provider, there are key considerations to keep in mind.

Firstly, it is important to assess the provider’s expertise and experience. A reputable MPS provider should have a proven track record of successful deployments and satisfied customers. Additionally, they should have a deep understanding of various printing technologies and solutions, as well as the ability to customize solutions based on individual business needs.

Secondly, consider the level of support offered by the MPS provider. It is essential to select a provider who offers comprehensive support throughout the entire deployment process and beyond. This includes ongoing monitoring and maintenance, troubleshooting assistance, and regular performance reporting to ensure continuous optimization.

Overall, choosing the right MPS provider requires careful consideration of expertise, experience, and support capabilities. By partnering with a trusted MPS provider who offers customized solutions and comprehensive support, businesses can maximize their printer fleet efficiency while minimizing costs.

Implementing Mps For Optimal Printer Fleet Efficiency

Implementing Managed Print Services (MPS) is a proven strategy for streamlining office printing operations and enhancing printer fleet efficiency. MPS providers offer comprehensive services, including tracking print usage, optimizing the printer fleet, managing supplies and maintenance, and providing secure printing solutions. By outsourcing print management to an MPS provider, organizations can focus on their core business activities while reducing costs associated with document production.

To implement MPS successfully, organizations need to begin by assessing their current printing environment. This includes identifying the number and type of printers in use, as well as understanding how employees are using these devices. The data collected during this assessment can then be used to develop a customized MPS plan that addresses specific needs and goals.

Once the plan is developed, the MPS provider will work with the organization to implement it smoothly. One of the most significant benefits of implementing MPS is improved printer fleet efficiency. By optimizing the printer fleet through consolidation and upgrading outdated devices, organizations can reduce their overall print volume while increasing productivity and reducing costs.

Additionally, by utilizing managed services for supply replenishment and maintenance, organizations can ensure that their printers are always operational and properly maintained. Overall, implementing MPS not only maximizes printer fleet efficiency but also improves document security, reduces environmental impact, and enhances the overall office workflow.

Frequently Asked Questions

How Much Money Can A Company Save By Utilizing Managed Print Services?

In these times of economic hardship, companies are always looking for ways to cut costs and increase efficiency. Enter managed print services, the solution to all your budgetary woes!

With this miraculous service, companies can save untold amounts of money simply by outsourcing their printing needs to a third party. But just how much can you save? Well, that’s hard to say exactly, as it depends on a variety of factors such as the size of your company and the volume of printing you do.

However, studies have shown that companies can save up to 30% on their printing costs by utilizing managed print services. So why not jump on board the cost-cutting bandwagon and sign up today? Your wallet will thank you!

Are There Any Risks Involved In Outsourcing Print Management To A Third Party Provider?

Outsourcing print management to a third-party provider may come with certain risks. One of the primary concerns is data security as confidential information is often stored on printers and copiers.

Additionally, there may be compatibility issues if the third-party provider uses different printing technology or software than the company. It is also important to consider the level of control the company will have over its printing process when outsourcing to a third party.

While there are risks associated with outsourcing print management, these can be mitigated by carefully selecting a reputable service provider and ensuring that proper security measures are in place.

Can Managed Print Services Be Customized To Fit The Unique Needs Of A Specific Business?

Managed print services can be tailored to suit the specific needs of a particular business.

The providers of these services have the expertise to understand the unique requirements of different businesses and offer customized solutions accordingly.

They take into account factors such as the volume of printing, types of documents, security concerns, budget constraints, and environmental goals while designing a personalized plan.

Such tailored solutions not only enhance operational efficiency but also optimize cost savings for businesses.

Furthermore, with a customized approach, businesses can ensure that their printing needs are met without compromising on quality or security standards.

What Happens If There Is A Technical Issue Or Malfunction With A Printer Under A Managed Print Services Contract?

When technical issues or malfunctions occur with a printer under a managed print services contract, the provider is responsible for resolving the problem. This typically involves dispatching a technician to diagnose and repair the issue.

In some cases, the provider may also offer remote support to troubleshoot and resolve problems without needing an on-site visit.

Additionally, many managed print service contracts include preventative maintenance to minimize the likelihood of technical issues in the first place.

Overall, businesses that partner with a reputable managed print services provider can expect prompt and reliable support when technical issues arise.

How Does The Implementation Of Managed Print Services Affect The Overall Environmental Impact Of A Company’s Printing Practices?

Like a ripple in a pond, the implementation of managed print services can have a significant impact on the overall environmental footprint of a company’s printing practices.

By providing an assessment of current printing behaviors and implementing more sustainable strategies, companies can reduce their carbon footprint, minimize waste, and save money.

Managed print services offer features such as automatic duplexing, paperless billing, and recycling programs that decrease paper usage and increase recycling efforts.

Additionally, managed print services can optimize printer settings to reduce energy consumption and improve efficiency.

Overall, the implementation of managed print services can help businesses achieve their sustainability goals while also improving their bottom line.


Maximizing the efficiency of a printer fleet is a crucial aspect of any business, and one that can be achieved through the use of managed print services.

By outsourcing print management to a third-party provider, companies can save money while also benefiting from customized solutions tailored to meet their unique needs.

While there may be some risks involved in this process, these can be mitigated through careful planning and communication between all parties involved.

Despite potential risks, managed print services have proven to be an effective way for businesses to streamline their printing processes, reduce costs, and increase sustainability.

Companies should carefully consider their options when choosing a provider and ensure that they are working with a reputable company that offers tailored solutions for their specific needs.

With proper planning and communication, businesses can successfully implement managed print services to achieve greater efficiency and cost savings while reducing their environmental impact.

Author Info

Gareth Caulfield Diginet Co-Director

Gary Caulfield

Gary Caulfield is the Managing Director at Digi-Net Business Solutions, a company specializing in providing printers, copiers, scanners, and managed print and copy control solutions. With over 20 years of experience, Gary has helped numerous SMEs, local governments, and multinational corporations reduce costs and increase efficiency. LinkedIn:

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