7 Benefits of Managed Print Services

Your employees are constantly waiting for print jobs, your IT team is bogged down by printer issues, and your office supply budget keeps creeping higher—yet no one seems to know exactly where the money is going. 

If this sounds familiar, you’re not alone. 

Many organizations treat printing as an afterthought, lacking a clear strategy for managing print devices, print jobs, and printing costs. The result is inefficient printing operations, wasted resources, and unnecessary expenses that quietly eat away at your bottom line.

That’s where managed print services (MPS) come in. 

Today, we’ll explore the seven key benefits of managed print services and show you how a strategic approach to print management can help your organization maximize efficiency, reduce costs, and support your digital transformation goals.

Key Takeaways

• Managed print services help you optimize print devices, automate supply management, and consolidate vendors, cutting unnecessary expenses and improving your print budget.
• Advanced security features, proactive monitoring, and regulatory expertise protect sensitive data and ensure your print environment meets industry standards.
• Workflow automation, centralized management, and expert support minimize downtime, free up IT staff, and keep your business running smoothly.
• MPS reduces paper and energy consumption with eco-friendly practices like duplex printing and energy-efficient devices, helping you lower your carbon footprint.
• Personalized, flexible solutions ensure your print infrastructure evolves with your organization’s changing needs, no matter your size or industry. 

The Core Benefits of Managed Print Services 

Managed Print Services (MPS) are comprehensive solutions provided by external experts to optimize, manage, and streamline an organization’s entire print environment. 

Rather than simply maintaining printers or ordering supplies, MPS encompasses the total management of all print devices, workflows, and related processes—freeing businesses from the hassle of day-to-day print operations and allowing them to focus on core business objectives.

Managed print services empower businesses to gain full visibility and control over their printing operations, turning what was once a source of frustration and hidden expenses into a driver of efficiency and value. 

Let’s take a closer look at the benefits of this service. 

Interested in learning more about MPS? Check out our complete guide. 

1. Cost Savings 

One of the most compelling benefits of managed print services is the immediate and long-term impact on your organization’s bottom line. 

The first way this occurs is typically via hardware optimization and upgrades. 

MPS providers conduct a thorough assessment of your current print devices and printing infrastructure, often identifying underutilized or outdated equipment. By consolidating the printer fleet and upgrading to energy-efficient printers, organizations can reduce maintenance costs and improve overall performance. 

You can also improve print ROI with automated print processes and supplies management. Automated supply replenishment ensures that toner and other consumables are ordered only when needed, eliminating unnecessary stockpiling and emergency purchases. 

With proactive fleet management and centralized support, MPS minimizes the need for emergency repairs and service calls. By consolidating vendors, businesses benefit from simplified billing, better pricing, and fewer administrative headaches.

2. Enhanced Security & Data Protection

70% of IT decision-makers plan to increase their print security spend over the next year. And given the rise in print-related security incidents, that shouldn’t shock you. 

Managed Print Services (MPS) addresses this challenge by embedding advanced security features throughout the print infrastructure, helping businesses safeguard sensitive data and protect printed documents from unauthorized access.

For example, MPS solutions employ robust user authentication and access controls as the first line of defense. These measures ensure that only authorized personnel can access or release print jobs, significantly reducing the risk of confidential documents being left unattended or falling into the wrong hands. 

Encryption is another essential layer of protection. MPS providers utilize advanced encryption protocols to secure data both in transit and at rest, making it far more difficult for cybercriminals to intercept or tamper with sensitive information during the printing process.

To keep your print environment secure long-term, MPS providers will use:

• Proactive monitoring
• Regular security assessments 
• Continuous updates to device firmware and drivers

This three-pronged approach enables rapid detection and response to suspicious activity, while ongoing audits identify and address potential vulnerabilities before they can be exploited.

3. Regulatory Compliance

Sensitive information such as patient records, financial data, or payment information requires specific care and is protected under specific regulatory frameworks. 

MPS providers implement secure print workflows, robust user authentication, and access controls to ensure that only authorized personnel can access or release sensitive documents. 

These safeguards are essential for complying with industry regulations such as HIPAA for healthcare, PCI DSS for payment processing, and SOX for financial reporting. For example, HIPAA requires healthcare organizations to control and monitor access to printed patient information and maintain audit trails to prevent unauthorized disclosures.

In addition to technical controls, MPS providers conduct regular security assessments and audits, update device firmware, and enforce secure print policies across the organization. These proactive measures help identify and address vulnerabilities, ensuring continuous compliance with evolving standards.

By aligning print environments with regulatory requirements and automating compliance tasks, MPS not only protects sensitive data but also reduces the risk of costly violations—giving organizations confidence that their document processes meet the highest standards for security and privacy.

4. Increased Efficiency & Productivity

One of the key advantages of managed print solutions is the automation of routine processes. Automated supply replenishment ensures that toner and other consumables are always available, preventing unexpected interruptions and reducing the burden on IT teams. 

Print job routing and workflow automation further optimize print output, directing print jobs to the most appropriate and cost-effective print devices based on current usage and needs.

With proactive fleet management and remote support, MPS providers minimize device downtime and quickly resolve issues before they impact productivity. Centralized management allows IT teams to monitor and control the entire printer fleet from a single dashboard, freeing up valuable time and resources.

Print management software also plays a vital role by providing detailed analytics on printer usage, print output, and printing habits. These insights help organizations identify inefficiencies, track print budgets, and implement cost-saving measures.

5. Environmental Sustainability

Environmental sustainability is a top priority for organizations aiming to reduce their carbon footprint and operate more responsibly. 

MPS providers begin by assessing your current print environment and identifying opportunities to reduce waste, such as:

• Duplex printing (printing on both sides of the page)
• Print quotas
• Digital document management solutions

These features help organizations significantly cut down on unnecessary paper usage. 

Print management software further enables businesses to track printing habits, set policies that encourage responsible printing, and shift more processes to digital formats—all of which contribute to less paper waste and a more efficient print environment.

Energy consumption is another area where MPS delivers measurable benefits. By replacing outdated devices with energy-efficient printers and multifunction devices, businesses can lower their overall energy usage and reduce operational costs. 

Automated power-off settings, centralized fleet management, and proactive maintenance ensure that devices run only when needed, further decreasing energy waste. Many MPS providers also offer recycling programs for toner cartridges and end-of-life hardware, supporting a circular economy and minimizing landfill contributions.

6. Workforce Optimization

Managed Print Services (MPS) not only streamline your print environment but also help optimize your workforce, particularly your IT teams. 

In many organizations, IT staff are frequently pulled away from strategic projects to handle printer issues, troubleshoot hardware malfunctions, or manage supply orders. These routine print-related tasks can consume valuable time and create unnecessary stress.

By outsourcing print management to experienced MPS providers, your organization gains access to a team of print experts who proactively monitor, maintain, and optimize your entire printer fleet. This means your in-house IT professionals can shift their focus from day-to-day print operations to more impactful initiatives that drive business growth and innovation.

With MPS handling everything from automated supply replenishment to remote troubleshooting and regular maintenance, you benefit from faster issue resolution, reduced downtime, and predictable support. The result is a more efficient allocation of internal resources, improved employee productivity, and a print environment that runs smoothly, without pulling your IT staff away from their core responsibilities.

7. Personalization & Scalability

Every organization’s printing needs are unique—and they rarely stay the same for long. 

Managed Print Services (MPS) are designed with flexibility in mind, offering personalized solutions that adapt as your business grows and evolves.

From the start, MPS providers conduct a thorough assessment of your print environment to understand your specific requirements, workflows, and goals. This allows them to design a print management strategy that fits your current operations, whether you have a single office or multiple locations. 

As your organization expands, takes on new projects, or shifts to hybrid or remote work models, your managed print solution can easily scale to accommodate additional print devices, users, and security requirements.

Personalization goes beyond just the number of printers or copiers. MPS providers can tailor print management software, document workflows, and security settings to match your industry regulations, departmental needs, and business objectives. This ensures you always have the right mix of technology and support, without overpaying for unnecessary features or struggling with outdated infrastructure.

Why Choose SymQuest for Managed Print Services?

SymQuest stands out for its thorough, custom assessment process—uncovering inefficiencies and tailoring managed print solutions to each client’s unique needs, whether in education, healthcare, government, or business. 

With a proven track record and a customer-first philosophy, SymQuest combines proactive fleet monitoring, 24/7 support, and ongoing optimization to keep your print environment running smoothly.

Clients, such as the University of Vermont Medical Center, highlight our attentive service and commitment to continuous improvement, noting the team’s professionalism and responsiveness. 

No matter your organization’s size or industry, SymQuest delivers scalable, personalized solutions that drive efficiency, enhance security, and help you achieve your business goals. 

Ready to experience the benefits of managed print services for your organization? Contact SymQuest for a personalized consultation. Let us help you unlock greater efficiency, security, and value from your print environment.