Managed Print Services (MPS) involve outsourcing the management of a company’s printing and imaging devices to a third-party provider. The goal is to optimize the printing infrastructure, improve efficiency, and reduce costs. Here’s a breakdown of how MPS typically work:

  1. Assessment:
    • The MPS provider starts with a thorough assessment of the client’s current printing environment. This includes the number and types of devices, their locations, usage patterns, and associated costs. Sales
  2. Device Optimization:
    • Based on the assessment, the MPS provider may recommend optimizing the fleet of devices. This could involve consolidating or upgrading devices to more efficient models, ensuring that the equipment meets the actual needs of the organization.
  3. Monitoring and Management:
    • The MPS provider installs software and tools to monitor the usage and performance of the printing devices. This allows for proactive management, including preventive maintenance and prompt troubleshooting.
  4. Automated Supplies Management:
    • The MPS provider takes responsibility for supplies management, including ordering and replenishing consumables like toner and paper. Automated systems often notify the provider when supplies are running low, ensuring that there are no disruptions. Printer
  5. User Authentication and Security:
    • MPS often includes measures for secure printing, such as requiring user authentication at the printer before releasing a print job. This helps in controlling access to sensitive documents and reduces unnecessary printing.
  6. Cost Tracking and Reporting:
    • MPS provides detailed reports on printing activities, including who is printing, what is being printed, and how much it costs. This information helps in identifying areas for further optimization and cost savings.
  7. Continuous Improvement:
    • The MPS provider regularly reviews the printing environment, considering changes in technology and business needs. This ensures that the managed print services remain aligned with the organization’s goals.


  • Cost Savings: MPS can lead to significant cost reductions by eliminating unnecessary printing, optimizing device usage, and negotiating better supply deals.
  • Improved Efficiency: Streamlining print-related processes and ensuring devices are operating at peak efficiency can enhance overall workflow.
  • Environmental Impact: By optimizing printing, organizations can reduce their environmental footprint through less paper and energy consumption.

In summary, Managed Print Services are designed to streamline and optimize an organization’s printing infrastructure, leading to cost savings, improved efficiency, and a more sustainable approach to printing.