Operational efficiency and cost control are two key methods to staying competitive in an ever-evolving business landscape. One area often overlooked but ripe for optimization is print management. Managed Print Solutions (MPS) offer a streamlined approach to managing an organization’s printing needs, including the management of printers, copiers, scanners, and other imaging equipment. The contrast in savings between businesses utilizing MPS and those who do not can be substantial. This blog post delves into the average savings businesses can achieve through MPS and highlights the benefits of adopting such services.

Understanding Managed Print Solutions (MPS)

Managed Print Solutions involve the outsourcing of business document output needs to a third-party provider. These services encompass a wide range of activities, from monitoring and maintaining printing equipment to optimizing print workflows and reducing print-related waste. The goal of MPS is to improve efficiency, reduce costs, and alleviate the administrative burden of managing printing resources in-house.

Cost-Savings with MPS: A Comparative Overview

The adoption of Managed Print Solutions can lead to significant financial savings for businesses. These savings manifest in various areas, including:

1. Reduced Printer Fleet Costs

   Businesses not utilizing MPS often have an oversized or inefficient printer fleet, leading to higher capital expenditure and maintenance costs. MPS providers conduct thorough assessments to optimize the printer fleet, ensuring that businesses have the right number of printers and types to meet their needs efficiently. This optimization can reduce equipment costs by up to 30%.

2. Lower Consumable Expenses

   MPS providers leverage their purchasing power to procure printing supplies, such as toner and paper, at lower costs. Additionally, MPS strategies often include implementing printing policies that reduce waste (e.g., default duplex printing). Businesses can expect to see a reduction in consumable expenses by 20% to 30%.

3. Decreased IT Support Costs

   In non-MPS environments, IT departments spend a significant portion of their time addressing printer-related issues. MPS providers take over the management of the print environment, freeing up IT resources to focus on core business activities. This shift can result in a 15% to 25% reduction in IT support costs related to printing.

4. Enhanced Efficiency and Productivity

   Beyond direct cost savings, MPS improves workplace efficiency and productivity. Streamlined print workflows, reduced equipment downtime, and better allocation of resources allow employees to focus on their primary responsibilities rather than dealing with print-related tasks. While hard to quantify, the value of increased productivity can significantly impact the bottom line.

Real-World Savings: An Example

Consider a mid-sized company spending $100,000 annually on print-related expenses without MPS. By transitioning to MPS, the company could potentially see savings like the following:

• Equipment costs reduction: 30% savings = $30,000
• Consumable expenses reduction: 25% savings = $25,000
• IT support costs reduction: 20% savings = $20,000

Total potential savings: $75,000, equating to a 75% reduction in print-related expenses.

The adoption of Managed Print Solutions offers a clear pathway for businesses to reduce their printing costs significantly. By optimizing the print environment, reducing waste, and improving efficiency, MPS enables businesses to redirect resources towards growth-oriented activities. The average savings achieved through MPS highlight its value proposition, making it a strategic choice for businesses aiming to enhance their operational efficiency and cost-effectiveness.