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In today’s fast-paced business environment, printing is crucial in maintaining efficient workflows and enhancing productivity. However, many organizations encounter various challenges and pitfalls when managing their printing infrastructure. From rising costs to security vulnerabilities, these issues can significantly impact your budget and operations. This is where Managed Print Services (MPS) come to the rescue.

So what exactly is managed print services? MPS are comprehensive solutions to manage and consolidate your business’s printing infrastructure. They go beyond simply supplying printers and consumables; they encompass the entire lifecycle of print management, including assessment, monitoring, maintenance, and support. Instead of relying on internal resources, MPS involves partnering with an external supplier, like us, to provide the necessary equipment and services.

Let’s look at some common printing pitfalls businesses face and how MPS can help avoid them.

Skyrocketing Printing Costs

One of the most prevalent challenges organizations experience is the rising cost of printing. It is crucial to understand that the true cost of printing encompasses the cost of the equipment along with supplies, maintenance, and usage (Sharp Business USA, n.d.). Without proper oversight, printing expenses can quickly spiral out of control. MPS provides a comprehensive approach to cost management by analyzing print usage, optimizing device placement, and implementing print policies that help curb unnecessary printing. By centralizing print management, you can gain better control over your printing expenses with a predictable monthly invoice and a cost-per-copy plan.

Inefficient Printer Fleet

Managing a diverse fleet of printers, copiers, and multifunction devices can be overwhelming. Inefficient deployment and utilization of printing devices can result in bottlenecks, downtime, and increased maintenance costs. With MPS, you can gain a holistic view of your printing infrastructure. As industry experts, we can assess your organization’s needs, right-size the fleet, and recommend the most suitable devices for each department. Consolidating and standardizing the printer fleet optimizes performance, reduces downtime, and ensures that the right device is available when and where needed.

Security Vulnerabilities

Printers often serve as an overlooked entry point for potential security breaches. Unsecured print environments can expose sensitive information and compromise data integrity (Sinanian, 2022). MPS addresses security concerns by implementing secure print release mechanisms, data encryption, and user authentication protocols. As an MPS provider, we also ensure firmware and software updates are regularly applied to patch vulnerabilities, protecting your print environment from evolving security threats.

Lack of Document Workflow Efficiency

Inefficient document workflows can hinder productivity and impact overall business efficiency. MPS offers workflow assessments to identify bottlenecks and areas for improvement. By automating manual processes and integrating document management systems, MPS enables streamlined workflows, reducing time spent on document handling and enhancing collaboration. Employees can easily access, store, and retrieve documents, improving productivity and efficiency.

Reactive Maintenance Approach

When printers malfunction or break down unexpectedly, it disrupts operations and increases downtime. Reactive maintenance can be costly, with unexpected repair bills and the added burden of managing service requests. MPS takes a proactive approach by remotely monitoring the print environment. With real-time monitoring alerts, MPS flags potential issues before they escalate. Predictive maintenance ensures timely servicing, minimizing downtime, and maximizing device uptime.

As an MPS provider, we take pride in offering customized solutions for your business to proactively manage and maintain all aspects of your print environment, from equipment, supplies, and service to ongoing consultative support. Your best interest is at the core of our services as we strive to keep your costs low, increase equipment uptime, and boost productivity so you can focus on what matters the most; your business. Contact us today to schedule a free assessment of your printing fleet.


Sinanian, M. (2022, October 27). Unsecured printers are a potential data risk. Security Info Watch.

Sharp Business USA. (n.d.). How can your organization benefit from managed print services (MPS)?

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