Managed print services (MPS) providers help businesses optimize their print fleet, including printers, copiers, and fax machines. This comprehensive service includes an assessment of the print environment (also known as the print infrastructure), deployment of both existing and new hardware across the organization, proactive management of devices (e.g., performance analysis, repairs), and restocking of “consumables" (e.g., paper, ink cartridges, etc.). For businesses with a sizable print fleet, whether in a single office or spread across multiple locations, these services can consolidate print-related tasks into a single point of contact and funnel costs into a single invoice. These providers will ensure that all equipment stays functional at all times, with minimal waste or employee involvement. Office managers can work with MPS providers to monitor and maintain all print devices, determine which devices need repairs or replacing, and generate predictable monthly expenses for company-wide device usage. Working with an MPS provider can help eliminate unnecessary costs, minimize equipment downtime and complications, improve sustainability practices, and offer extensive insights into company printing habits and general demand. They can also ensure ink and paper are always stocked without requiring constant orders through multiple vendors.
Companies who enlist the help of MPS providers may still consider print fulfillment software for occasional large print orders, such as bulk marketing materials or business cards. You may consider enterprise architecture software or enterprise IT management suites to help your IT department oversee the distribution and performance of company devices.
To qualify for inclusion in the Managed Print Services category, a provider must:
- Offer comprehensive assessments of company print fleets and print device infrastructure
- Continually monitor print device performance and provide helpful, proactive insights
- Track consumables inventory (e.g., paper, ink cartridges) and help fulfill inventory orders
- Maintain, replace, and repair print devices when necessary
- Consolidate device-related costs into a single invoice
