When most businesses think about managed print services, the conversation often starts and ends with cost savings. It’s true that outsourcing your print infrastructure management to a trusted provider can lower your monthly spend—but that’s just the tip of the iceberg. The real value of a managed print service lies in the hidden, often underappreciated benefits that quietly transform how your business operates.
If you’re only evaluating an MPS based on how many dollars it shaves off your supply orders, you’re overlooking some of the most impactful outcomes.
1. Unburdening Your IT Department
IT teams are already stretched thin, juggling cybersecurity, software integrations, remote device management, and infrastructure upgrades. Managing printers—dealing with jams, replacing toner, troubleshooting driver issues—isn’t the best use of their time or skills.
A managed print service lifts that burden. MPS providers offer remote monitoring, predictive maintenance, and automated supply delivery, ensuring that your print fleet stays up and running without involving your internal IT staff. This frees up your technical talent to focus on mission-critical projects that drive innovation and growth.
2. Strengthening Document Security
Printers are often overlooked as endpoints when it comes to cybersecurity, yet they can be entry points for data breaches. Unsecured print jobs, outdated firmware, or unauthorized access can put your company at risk—especially if you’re in a highly regulated industry like finance, healthcare, or legal.
A quality managed print service implements robust security protocols. These include secure print release features (so jobs only print when the authorized user is present), user authentication, device encryption, and detailed audit trails. These layers of protection significantly reduce the risk of data exposure and help maintain compliance with industry regulations.
3. Supporting Sustainability Goals
Printing can be one of the most resource-intensive processes in an office—burning through paper, energy, and ink at a surprising rate. But reducing your environmental impact doesn’t mean giving up the convenience of printing.
Many businesses don’t realize that a managed print service can support their sustainability initiatives. MPS providers can implement default settings like duplex (double-sided) printing and black-and-white mode, track usage across departments to cut waste, and supply energy-efficient devices. Some even offer recycling programs for cartridges and end-of-life hardware. These changes not only align with environmental goals but also boost your brand’s reputation among eco-conscious customers and partners.
4. Unlocking Workflow Automation
Managed print services aren’t limited to hardware—they often come with document workflow solutions that can digitize, route, and archive documents automatically. For growing businesses, this can eliminate bottlenecks in processes like invoicing, contract approvals, and employee onboarding.
Automated workflows improve accuracy, reduce human error, and speed up document handling across departments. Instead of wasting time scanning, emailing, or manually filing paperwork, your team can focus on higher-value work. For example, an MPS might enable a scanned invoice to be routed directly to accounting software for approval, drastically cutting down processing time.
5. Gaining Strategic Visibility
Most businesses have no idea how much they actually print—or why. Without visibility, it’s hard to know which departments are overusing resources, which devices are underperforming, or whether your current print setup is aligned with your business goals.
An MPS offers detailed reporting and analytics that provide real-time insights into your print environment. You can monitor usage by user, department, or location; spot trends; set limits; and make data-driven decisions about print policies. For businesses with multiple locations, this centralized oversight is a game-changer.
6. Simplifying Vendor Relationships
Without managed print services, companies often find themselves dealing with multiple vendors: one for printers, another for toner, a third for repairs. This creates complexity, inefficiencies, and a greater chance of something falling through the cracks.
A managed print service consolidates those relationships into one. With a single point of contact, businesses benefit from streamlined communication, predictable billing, and faster problem resolution. This consistency reduces administrative overhead and gives your team one less thing to worry about.
7. Enabling Hybrid Work Environments
Today’s workplaces are more flexible than ever. Employees are working from home, in-office, and everywhere in between. That mobility demands secure and reliable access to printing capabilities no matter where people are located.
A modern managed print service can enable mobile and cloud printing, allowing team members to send jobs from remote locations to office printers—or retrieve prints securely when they’re back in the building. It also ensures that print infrastructure remains consistent across satellite offices, remote setups, and coworking spaces, which enhances productivity and collaboration.
Final Thoughts
Cost savings will always be a strong selling point for managed print services—but it’s time businesses take a closer look at the wider picture. From improving security and sustainability to streamlining workflows and unburdening your IT team, the hidden benefits of a managed print service can unlock far greater long-term value than you might expect.
If your business is growing and seeking smarter ways to manage operations, MPS deserves a spot on your radar. The right provider won’t just save you money—they’ll help you work better.
