The Benefits of Managed Print Services: Why Use MPS?

7 Benefits of Managed Print Services

Managed Print Services are programmes offered by print providers to manage your printing devices, including scanners, faxes, and copiers. They enable organisations to improve their efficiency, productivity, and information security, typically by monitoring usage, replacing consumables and meeting the organisation’s printing needs. MPS offers many of the following benefits to organisations and you can read more about the 7 key benefits of managed print services below:

1. Save time and improve efficiency
2. Reduce costs and save money 
3. Improve productivity in your organisation
4. Reduce capital expenditure and improve cashflow
5. Reduce your environmental footprint
6. Be more agile
7. Improve your information security

3. Improve productivity in your organisation

The printing needs of various departments within an organisation can vary. After an initial assessment of an organisation’s current and future needs, the MPS provider should be able to recommend a tailored programme for these departments. This might include printing from mobile devices or off-site, for example, or the need to print special types of document sizes and formats which you use regularly.

7. Improve your information security

According to a group of IT Managers surveyed by Computing for Brother UK, 28% are looking to introduce secure printing technology or further enhance their print security. That’s no surprise, given the ever-present risk of intellectual property theft and information security breaches. So how does an MPS help mitigate those threats?

An organisation-wide print assessment which comes with a Managed Print Service can identify print and IP security risks your organisation faces. The subsequent MPS programme should help mitigate those risks with a tailored print security plan. This might include recommending printer sign-in procedures to minimise documents being stolen from output trays. It could involve waste disposal and document management facilities. It could also include installing multifunctional printers with automatic hard drive wiping functionality, and network-level solutions to reduce the risk of information being retrieved by hackers.

And, almost by default, having just one print provider implementing an MPS reduces the number of people from outside your organisation having access to your networked devices. This common security threat cannot be underestimated. Find out more about technology trends in 2025.