Despite the rise of digital workflows, printing remains a crucial part of day-to-day operations in many businesses. Whether it’s producing invoices, marketing materials, or internal documents, print infrastructure plays a key role in productivity. Yet, unmanaged print environments often lead to unexpected issues—ranging from frequent breakdowns to skyrocketing supply costs.
That’s where Managed Print Services (MPS) come in. MPS provides a proactive, streamlined approach to overseeing print devices, workflows, and costs, helping organizations overcome the most common print-related headaches. Below are five printing problems that Managed Print Services can solve effectively.
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1. Unpredictable Printing Costs
One of the most frustrating aspects of office printing is the lack of visibility into how much it’s actually costing your business. Without proper oversight, expenses such as toner, paper, maintenance, and energy usage can spiral out of control. Many companies also over-purchase supplies or maintain more devices than they need, further increasing operational costs.
Managed Print Services analyze your current usage patterns and optimize your print environment. This includes consolidating underused devices, right-sizing your fleet, and implementing monitoring tools to track usage and spending. The result? Predictable monthly billing and measurable savings that improve your bottom line.
2. Frequent Device Downtime and Maintenance Delays
When printers or copiers malfunction, it doesn’t just interrupt one person—it can disrupt entire teams or departments. Waiting for a technician or juggling outdated machines can significantly slow down your business operations. In unmanaged environments, reactive maintenance often results in prolonged downtime and lost productivity.
With MPS, your print environment is monitored in real-time. Many providers detect and resolve issues remotely before they escalate into major problems. If on-site service is needed, it’s typically included in your plan and prioritized. By keeping your devices running smoothly and proactively maintaining them, MPS ensures your team doesn’t skip a beat.
3. Lack of Print Security
Most businesses are vigilant about securing their digital data, but many overlook the risks associated with their print devices. Unsecured printers can store sensitive information, be exploited by hackers, or lead to data leaks if documents are left on trays or accessed by unauthorized users.
Managed Print Services implement multiple layers of security, including user authentication, data encryption, and secure print release. Access control settings can also be configured to limit who can print, copy, or scan certain documents. These security measures help safeguard sensitive business data and keep your operations compliant with industry regulations.
4. Wasted Supplies and Environmental Impact
When printing isn’t centrally managed, it’s easy to over-order toner, run out of paper at the wrong time, or end up with a storage closet full of mismatched cartridges. Additionally, inefficient devices and excessive printing waste resources, driving up both your budget and your environmental footprint.
MPS providers streamline your supply management process. They track toner levels and automatically deliver replacements just before you run out—never too early, never too late. They also help you implement default settings like duplex printing or draft mode to cut down on unnecessary paper and ink use. If your business has sustainability goals, MPS can align your printing practices with your green initiatives.
5. Inefficient Workflows and Lack of Oversight
Without a strategic print management plan, many employees waste time searching for available printers, dealing with errors, or handling tasks manually that could be automated. You may also lack insight into which departments are printing the most, or whether employees are following company policies.
Managed Print Services take a comprehensive look at your workflows and identify opportunities for improvement. This may include setting up rules-based printing, streamlining document workflows, or integrating with cloud-based document management systems. Many providers also offer reporting dashboards so you can monitor usage, track trends, and adjust policies accordingly. It’s all about turning chaos into control.
From rising costs to security concerns and frustrating downtime, unmanaged print environments can be a real drain on your business. Fortunately, Managed Print Services offer a strategic, all-in-one solution that addresses these challenges head-on. By outsourcing the management of your print infrastructure, you not only reduce costs and improve security—you also free up your internal resources to focus on what matters most.
Whether you’re a growing business or a large organization with complex print needs, investing in professional printing for businesses can provide the efficiency, control, and peace of mind your team deserves.
Ryan Myers is a business blog author and writer. He graduated from the University of California, Berkeley in 2009 with a degree in Political Science. His favorite topics to write about are blogging for small businesses and becoming an entrepreneur.
