Managed Print Services: What Small Businesses Should Know

What Are Managed Print Services?

Managed print services provide businesses with a comprehensive printing solution that includes hardware, supplies, maintenance, and monitoring. A provider manages your entire print environment, optimising costs and reducing the administrative burden on your team.

How It Works

An MPS provider assesses your current printing needs, recommends the right equipment, and handles ongoing supply replenishment, maintenance, and repairs. Usage is typically tracked automatically, and you pay a predictable monthly fee.

Cost Benefits

Businesses that switch to managed print services typically reduce their printing costs by 20 to 30 percent through optimised equipment placement, reduced waste, and negotiated supply pricing.

When MPS Makes Sense

MPS is most beneficial for businesses with five or more printers, monthly print volumes exceeding 5,000 pages, or limited IT staff to manage printing equipment. Smaller businesses may find the overhead of an MPS agreement outweighs the benefits.

Choosing a Provider

Evaluate MPS providers based on their experience with businesses your size, the flexibility of their contracts, the quality of their monitoring and reporting tools, and the responsiveness of their service team.

DIY Alternative

Small businesses that do not need full MPS can still benefit from standardising their printer fleet, purchasing high-yield consumables, and implementing basic usage tracking to control costs.