5 Signs Your Business Needs Managed Print Services

For many businesses, printing is an essential yet overlooked part of daily operations. From invoices and contracts to marketing materials and internal documents, print remains a key function in the modern workplace. However, unmanaged or inefficient print environments can lead to mounting costs, wasted resources, and frequent disruptions. This is where Managed Print Services (MPS) come in—a solution designed to optimise your print infrastructure, reduce costs, and improve overall efficiency.

Here are five signs your business may benefit from a managed print service.

1. You’re spending more than expected on printing

If your print-related expenses seem to be rising without a clear explanation, it’s time to take a closer look. Many businesses underestimate the true cost of printing, which includes hardware, supplies, energy consumption, and maintenance. Unmonitored usage often leads to excess printing, over-ordering supplies, and keeping inefficient or unnecessary printers in operation. MPS providers conduct a full audit of your current setup, helping you identify areas of waste and implement cost-saving strategies.

2. Your staff waste time on print-related problems

How often do employees report printer issues such as paper jams, running out of toner, or connectivity problems? When staff are regularly distracted by malfunctioning equipment or managing supplies, productivity takes a hit. Managed Print Services include proactive maintenance and remote monitoring, which significantly reduce downtime. Supplies are restocked automatically, and many technical issues can be resolved before they affect day-to-day operations.

3. You have too many printers—or the wrong types

Many businesses accumulate printers over time, resulting in a mismatched fleet of devices scattered across departments. This not only increases maintenance complexity but also drives up costs. MPS providers assess your current hardware and recommend a more efficient setup—often reducing the number of machines while improving print quality and performance. The right device in the right place can make a big difference to workflow and energy usage.

4. You lack visibility and control over printing habits

Without proper oversight, it’s difficult to manage printing volumes, track usage by department, or set limits for colour printing. A key feature of MPS is detailed reporting, giving you a clear view of who is printing what, how much it costs, and where improvements can be made. This insight allows you to implement print policies, reduce unnecessary printing, and set budgets for departments or individuals.

5. Security and compliance are becoming concerns

Modern printers are connected devices, often integrated with networks and cloud systems. If not managed properly, they can become a point of vulnerability. MPS providers offer secure printing features such as user authentication, data encryption, and automatic firmware updates to safeguard sensitive documents. This is especially important for businesses handling confidential data or working within regulated industries where compliance is critical.

In conclusion, if any of these signs sound familiar, it may be time to consider Managed Print Services. MPS not only reduces printing costs but also improves operational efficiency, security, and sustainability. By partnering with a trusted provider, your business can take control of its print environment and focus on what truly matters—growing and delivering value.