Why use an MPS company?

A Managed Print Services (MPS) company helps companies and organisations take control of their printing environment by monitoring, managing, and optimising all print and copy devices. The goal is to reduce costs, improve reliability, and free up internal resources. 

 

Printing can be costly and unpredictable. Working with an MPS company can help reduce these costs by providing access to competitively priced consumables and predictable monthly billing. Monitoring software alerts your MPS provider when toner levels are low, allowing replacements to be ordered before supplies run out. This approach helps spread costs more evenly, as toners, servicing, and maintenance are typically included in a fixed monthly fee. 

 

An MPS company helps you use your internal resources more effectively. For example, if you already have an IT provider, they can focus on core IT projects rather than printer-related issues. Likewise, employees who previously handled printer problems can redirect their time toward more productive, value-adding tasks. 

 

An MPS company is familiar with a wide range of printer faults and can quickly diagnose and resolve problems, reducing disruption to your business. Proactive maintenance helps prevent issues before they occur, minimising downtime altogether. In addition, having a dedicated print specialist can streamline workflows and ensure they align with security, data protection, and industry best practices. 

 

The role of an IT team is to manage networks, servers, and user devices. Some IT providers also offer Managed Print Services; however, if they don’t, printer management can become an inefficient use of IT resources and may lead to higher consumable costs. 

An MPS provider complements your IT company by offering specialist expertise in printer support, print workflows, and device monitoring. They can also work closely with your IT provider to align policies, compliance frameworks, and monitoring systems. 

 

 

If you are thinking about getting an MPS provider in place to help you manage your print and copy devices, then consider the following: 

• Integration capability: Can they work effectively with your internal IT team or external provider? 

 

• Flexibility: How quickly do they respond to issues? Are they locally based and able to provide on-site support if required? 

 

• Contract structure: Is the contract length reasonable and flexible? With proper maintenance, printers should last at least five years, so contracts should reflect this. 

 

In conclusion, a Managed Print Services provider can help simplify print management, reduce costs, and improve productivity across your business. By taking a proactive and specialist approach to print, an MPS partner allows your teams to focus on what they do best while supporting a stronger, more efficient IT strategy.