Managed print solutions are comprehensive programs that optimize your entire printing environment through a single partnership. Instead of juggling multiple vendors and reacting to printer problems, you get proactive management of devices, supplies, maintenance, and security.
What managed print solutions include:
- Proactive device monitoring and maintenance
- Automated supply delivery before you run out
- Fleet optimization to reduce unnecessary devices
- Improved security with user authentication and data protection
- Detailed analytics for cost control and usage insights
- Single point of contact for all print-related needs
Most businesses don’t realize how much their unmanaged print environment costs them. Research shows that companies implementing managed print services see up to 30% savings on printing costs and a 25% reduction in IT help desk calls.
The hidden expenses go beyond just ink and paper. When your IT team spends time troubleshooting printer issues, ordering supplies, and managing multiple vendor relationships, those labor costs add up quickly. A typical organization reduces their printing vendors from five or more down to just one strategic partner.
For mid-sized businesses especially, managed print solutions free up your IT team to focus on core projects while ensuring your printing infrastructure supports rather than hinders productivity. The approach transforms printing from a daily headache into a strategic business advantage.
Managed print solutions word guide:
Understanding Managed Print Services: Beyond Traditional Management
For many businesses, printing can feel like a necessary chore. It’s often seen as just a background task, something that simply happens. But here’s the thing: when your printing setup is left to run itself, it can quickly turn into a headache filled with inefficiencies, security risks, and surprisingly high costs. That’s where managed print solutions come into play. They transform that reactive, chaotic approach into a smart, proactive partnership.
At its heart, managed print services (MPS) is all about making your printing and imaging environment, and your document workflow, continuously better. It’s not just about fixing a printer when it breaks down; it’s about making sure that breakdown never happens in the first place.
Think of it like this: traditional print management is a bit like waiting for your car to sputter and die on the side of the road before you even think about calling for help. You might have a dozen different mechanics on speed dial, each for a different part of the car, leading to unexpected bills and lots of lost time. With managed print solutions, it’s like having a dedicated automotive expert who watches over your car’s performance 24/7. They schedule preventative tune-ups, automatically order new tires before yours are bald, and make sure your gas tank never runs dry. The goal? To keep you on the road, smoothly and predictably.
This holistic approach means we handle everything. From making sure you have the right equipment to integrating clever software that boosts efficiency and cuts costs. Instead of juggling separate vendors for hardware, toner, and repairs, you get one dedicated, strategic partner. This simplifies everything and helps you avoid that frustrating “vendor sprawl” – in fact, we’ve often helped companies reduce their printing and imaging vendors from five or more down to just one!
The advantages are crystal clear. When you have a single partner looking after your entire print environment, you open up greater efficiency, predictability, and control. If you’re curious to dive deeper into the specific ways your business can benefit, we’ve put together a helpful guide on the Top 5 Benefits of Managed Print Services.
To really see the difference, let’s take a quick look at how managed print solutions stack up against the old way of doing things:
| Feature | Traditional Print Management | Managed Print Services |
|---|---|---|
| Approach | Reactive (break-fix, ad-hoc) | Proactive (monitoring, optimization) |
| Vendor Relationships | Multiple, disjointed | Single, strategic partner |
| Cost Predictability | Unpredictable, hidden expenses | Predictable, transparent costs |
| IT Burden | High (troubleshooting, procurement) | Low (frees up IT staff) |
| Efficiency | Low (downtime, manual tasks) | High (automated, streamlined) |
What’s Included in a Comprehensive Managed Print Solution?
A truly comprehensive managed print solution offers much more than just providing you with printers. It brings together a whole suite of services designed to cover every single aspect of your print environment. This ensures maximum uptime, top-notch security, and the best possible cost-effectiveness. Here’s what you can typically expect:
- Hardware Procurement and Leasing: We’ll help you figure out exactly what you need and then provide the right mix of new or refurbished printers and multifunction devices. This means placing the right equipment in the right spots, so you’re not buying more than you need or letting machines sit unused. Whether it’s a small office printer or a robust multifunction device, we make sure it fits your workflow perfectly.
- Automated Supply Fulfillment: There’s nothing worse than running out of toner when you’re in the middle of an important print job! With MPS, our systems automatically keep an eye on your device’s supply levels. When toner or ink starts to run low, replacements are shipped directly to your door – often before you even realize you need them. This automated, just-in-time delivery means no more manual ordering, no more running out, and consistent print quality.
- Proactive Maintenance and Repair: We believe the best service is the one you never even have to ask for. Our managed print solutions use smart monitoring tools that can spot potential issues before they become real problems. Often, we can even fix things remotely! If an on-site visit is needed, we’ll send out a qualified, local technician quickly. This proactive approach keeps downtime to a minimum and your operations running smoothly.
- Fleet Monitoring and Optimization: We continuously track how your devices are being used, how much is being printed, and how well everything is performing across your entire fleet. This data helps us find any inefficiencies, like devices that aren’t used enough or bottlenecks in your workflow. We then use these insights to make data-driven recommendations for optimization, making sure your print environment is always perfectly sized for your current needs.
- Document Security Management: It’s easy to overlook, but printers are essentially computers connected to your network, and they can be a security risk. Our managed print solutions include strong security measures. This might involve requiring users to authenticate at the device, secure print release (so documents only print when the user is physically there to pick them up), data encryption, and ongoing compliance monitoring. We help you put protocols in place to protect sensitive data and ensure every printer on your network meets your security standards.
- User Support and Help Desk: When an employee has a question or an issue with printing, they have one easy, dedicated place to call. This centralized support takes the pressure off your internal IT team, letting them focus on bigger, more strategic projects that truly move your business forward, instead of troubleshooting paper jams or connectivity woes.
- Detailed Analytics and Reporting: What gets measured truly gets managed. We provide clear, comprehensive reports on print usage, costs, and device performance. These insights empower you to make smart decisions, pinpoint areas where you can save money, and better understand your printing habits. This data can transform printing from an unmanaged expense into a controlled, optimized resource for your business.
Is MPS a Good Fit for My Business?
The wonderful thing about managed print solutions is how flexible they are. Whether you’re a small startup, a growing business, or a large enterprise with multiple locations across Michigan, MPS offers significant advantages. It’s definitely not just for huge corporations; businesses of all sizes can gain better cost control, improved security, and boosted efficiency through a custom MPS program.
So, how do you know if managed print solutions are the right move for your business? Here are some clear signs that it might be time to think about a change:
- Uncontrolled Costs: Do you really know what you spend on printing each month? We’re talking about supplies, maintenance, and even the IT support time. For many businesses, printing costs are like a hidden expense, spread across different budgets and vendors. If you’re struggling to track or reduce these costs, MPS can bring the transparency and control you desperately need. Unmanaged print environments often hide areas of waste and unexpected expenses.
- IT Team is Overwhelmed: Is your IT department constantly swamped with calls about printer problems – paper jams, network issues, toner refills, or software updates? These seemingly small issues can add up fast, draining valuable IT resources and pulling your team away from strategic projects that could really help your business grow. Many companies see a 25% or more reduction in calls to their IT help desk after implementing managed print solutions.
- Security Concerns: When cyber threats are always lurking, every device connected to your network can be a potential weak point. Printers, being essentially mini-computers on your network, are no exception. If you haven’t considered your print environment as a security risk, or if you lack strong security for your devices and documents, you’re leaving a significant gap in your defenses. We often say that printers are an overlooked threat, and if you haven’t addressed this, it might be time to read our article on Printer Security: The Overlooked Threat.
These are just a few clues. If any of these sound familiar, it’s definitely worth exploring how a managed print solution could transform your daily operations. We’ve put together an even more detailed list of 4 Signs It’s Time to Turn to Managed Printing Services that can help you decide if MPS is your next smart business move.
The Core Benefits: How Managed Print Solutions Drive Business Value
When you implement managed print solutions, you’re not just fixing a printer problem—you’re making a strategic investment that touches every corner of your business. The ripple effects go far beyond the copy room, creating value that shows up in your financial statements, boosts your team’s productivity, and strengthens your security posture.
Think of it this way: every time your team waits for a broken printer to get fixed, every dollar spent on overpriced toner from the office supply store, and every security breach that could have been prevented—these all add up to real business costs. Managed print solutions flip this equation, turning your print environment from a cost center into a competitive advantage.
The change happens across three key areas: your bottom line gets healthier, your operations run smoother, and your data stays safer. For a complete picture of the financial impact, check out How Managed Printing Can Save Your Business Money.
Significant Cost Reduction and Financial Control
Here’s where managed print solutions really shine—the numbers don’t lie. Our customers regularly see up to 30% savings on their printing costs, with some achieving even more dramatic results. One client reduced their paper and printing expenses by 50% simply by getting visibility into where their money was actually going.
The secret isn’t just buying cheaper toner. It’s uncovering all those sneaky expenses hiding in plain sight. You know the ones—that color printer in accounting that nobody uses but still needs maintenance contracts, the department that orders supplies from three different vendors at retail prices, or the hours your IT team spends every week troubleshooting connectivity issues.
Managed print solutions bring these hidden costs into the light. We help you right-size your fleet, eliminate redundant devices, and consolidate purchasing power. Instead of scattered expenses hitting different budgets throughout the month, you get predictable monthly billing that often works on a cost-per-page model. You only pay for what you actually print, and all the maintenance, supplies, and support are included.
This predictability is a game-changer for financial planning. No more surprise repair bills or emergency toner runs that blow your monthly budget. For businesses considering hardware acquisition strategies, a Printer Lease for Business can be an effective component of your overall MPS approach.
The best part? These savings compound over time. As we optimize your environment and eliminate waste, the financial benefits keep growing month after month.
Improved Efficiency and IT Productivity
Let’s be honest—your IT team didn’t go to school to become printer technicians. Yet without managed print solutions, that’s exactly what happens. They spend valuable time diagnosing paper jams, updating drivers, and fielding calls about why the scanner isn’t working.
Companies using our services see a 25% or greater reduction in IT help desk calls related to printing. That’s not just a number—it’s hours of your team’s time freed up to work on projects that actually move your business forward.
The efficiency gains come from multiple directions. Proactive monitoring catches problems before they shut down productivity. Automated supply delivery means you never face that Monday morning surprise of empty toner cartridges. Streamlined workflows eliminate bottlenecks that slow down document-heavy processes.
One city government we work with achieved 99.8% uptime across their entire print fleet. Imagine never having to hear “the printer’s down again” during a critical deadline. Another client stored over one million documents digitally, cutting their document processing costs by 25% while speeding up retrieval times.
When your print environment runs smoothly in the background, your team can focus on what they do best. Your IT staff can tackle strategic initiatives instead of troubleshooting hardware. Your employees can print what they need, when they need it, without frustration or delays.
Fortified Printer Security and Compliance
Here’s something that might surprise you: your office printer is basically a computer. It has its own CPU, memory, operating system, and network connection. Unfortunately, many businesses treat printers like simple appliances, leaving them wide open to security threats.
Unsecured printers create real risks. Confidential documents sit unattended in output trays. Sensitive data travels across networks without encryption. Hackers can use poorly protected printers as backdoors into your entire system. For companies in regulated industries, these vulnerabilities can lead to compliance violations and hefty fines.
Managed print solutions transform your printers from security liabilities into protected network assets. User authentication ensures only authorized people can access devices and retrieve documents. Secure print release holds confidential documents until the user is physically present at the printer—no more sensitive reports sitting in the tray for anyone to see.
Data encryption protects information as it travels between your computer and the printer. Device security keeps the printers themselves hardened against attacks with regular firmware updates and secure configurations. Comprehensive audit trails track who printed what and when, giving you the documentation needed for compliance requirements.
We call it the “3 Ds of Security”—Secure the Document, Secure the Device, and Secure the Data. This approach ensures your print environment meets industry standards whether you’re dealing with HIPAA requirements in healthcare or GDPR compliance for international operations.
If printer security isn’t on your radar yet, it should be. Our detailed guide Printer Security: The Overlooked Threat explains exactly why this matters and what you can do about it.
The MPS Process: A Step-by-Step Approach to Optimization
Thinking about managed print solutions? It’s not just a quick fix; it’s more like starting on a helpful journey. We see it as a continuous cycle of improvement, always adapting as your business grows and changes. Our secret? A strong partnership with you! This way, your printing setup doesn’t just get better once – it stays optimized over time. This clear, step-by-step method is how we deliver lasting value and results you can count on. Got more questions? Our Managed Print Services FAQ is a great place to start!
Step 1: Assessment and Findy
Okay, let’s kick things off! The very first and most important step for any great managed print solution is a really good look at what you’re doing now. After all, we can’t make things better if we don’t fully understand them, right? It’s funny how often businesses are a little surprised by what we find during this initial deep dive into their printing world.
During this assessment, we get really specific. We’ll analyze your current print fleet, taking stock of every single printer, copier, and multifunction device you have. We note down its age, model, what it can do, and exactly where it sits. This gives us a clear picture of your existing setup. Then, we track usage patterns with clever monitoring tools. This lets us see real data: how much you print (black and white versus color), when your busiest times are, how people use the machines, and even how many print jobs never get picked up! This real-world info is gold for figuring out what you actually need, not just what you think you need.
Next, we calculate your Total Cost of Ownership (TCO). This goes way beyond just the price tag of your printers. We dig into all those hidden costs, like supplies, maintenance, the time your IT team spends fixing printer woes, energy bills, and even wasted paper. This detailed TCO often shines a light on some serious savings opportunities you might not even know about. And finally, we identify workflow bottlenecks. We look at how your documents move through your office. Are there places where paper slows everything down? We pinpoint those areas where going digital or automating tasks could really boost efficiency.
This whole findy process, what we call our “findy” phase, gives us all the solid facts we need. It’s the foundation for us to design a truly effective and perfectly customized managed print solution just for you.
Step 2: Strategic Design and Implementation
With all that valuable information from our assessment in hand, we jump into the exciting design phase. This is where our expertise truly shines! We craft a custom managed print solution strategy just for your business. It’s all about matching your specific goals, whether you’re looking to cut costs, boost security, or simply make things run smoother.
We start by developing a custom strategy that proposes an optimized print environment. This could mean a few things: maybe we consolidate some of your devices to reduce clutter, or perhaps we suggest relocating machines for easier access. Sometimes, it means bringing in new, super-efficient multifunction devices that do more with less. It’s all about fleet optimization and right-sizing – making sure you have exactly the right number and type of devices in exactly the right spots. We get rid of anything redundant or inefficient. Often, this means you might even have fewer devices overall, but they’re working smarter, making printing easier and more functional for everyone.
Beyond just the machines, we also focus on workflow redesign. We look for chances to streamline those paper-heavy tasks by digitizing them and automating processes. This helps your printing setup work seamlessly with your broader IT systems. Once the plan is solid, our team takes care of device installation and network integration. We make sure any new machines are set up perfectly, connected to your network, and playing nicely with your existing software.
And because we know change can be tricky, we prioritize user training and change management. We provide thorough training for your employees. Our goal is to make the switch as smooth as possible, addressing any questions or concerns. This helps everyone get on board quickly and ensures your team can start enjoying the benefits of your new print environment right away!
Step 3: Proactive Management and Review
Here’s where the truly exciting part of our partnership begins! Installing your new managed print solution is just the start. The real magic happens with our ongoing, proactive management and continuous reviews. This is how we make sure the benefits you’re enjoying stick around and even get better over time.
We keep a close eye on everything with ongoing remote monitoring. Our smart systems constantly check the health and performance of all your printers. This means we can often spot potential issues – like low toner or a device about to act up – even before you do! This is why our clients see such impressive uptime. And speaking of toner, we use that monitoring data for just-in-time supply fulfillment. We automatically send out new toner and maintenance kits right when you need them. No more last-minute runs to the store or frustrating stockouts!
We believe in transparency, so we conduct regular performance reviews with you. We’ll dive into the data and reports, showing you the real, measurable savings and how much more efficient your team has become. We chat about how things are being used and look for new ways to make your printing even better. Because your business is always changing, your print strategy should too! We make data-driven strategy adjustments regularly. Based on the ongoing data and our conversations, we tweak your managed print solution to ensure it always fits your evolving needs perfectly. This might mean adjusting your fleet balance, fine-tuning workflows, or updating security settings.
All this continuous optimization and proactive care is about one thing: ensuring long-term ROI. We’re committed to making sure you keep getting a strong return on your investment. Your printing environment will stay efficient, secure, and cost-effective for many years to come!
Leveraging Technology in Modern Managed Print Solutions
The way we work has changed dramatically, and your print environment needs to evolve with it. Managed print solutions aren’t stuck in the past—they’re built for the future. We’re talking about smart technology that makes printing simpler, more secure, and ready for whatever comes next.
Think of it this way: your old print setup was like having a landline phone in every room. It worked, but it tied you down. Modern managed print solutions are like having a smartphone that works everywhere, connects to everything, and gets smarter over time.
The secret sauce? We blend cutting-edge analytics with cloud technology to create a print environment that actually supports how your team works, not the other way around. For more information on how we integrate these concepts, check out our general page on Managed Print Solutions.
The Power of Analytics and Cloud Printing
Here’s where things get exciting. Your printers are constantly generating data—and we mean constantly. Every print job, every supply level change, every maintenance alert creates valuable information. The magic happens when we turn all that raw data into insights you can actually use.
Data-driven decision making transforms your print environment from a guessing game into a strategic advantage. Our managed print solutions collect everything from print counts and energy consumption to error rates and supply levels. But we don’t just dump spreadsheets on your desk. We transform this information into clear, actionable insights through powerful analytics tools.
Want to know which department is printing the most? We’ve got that. Curious about peak usage times so you can plan maintenance better? Easy. Need to track costs by user or department for accurate budgeting? Done. This level of visibility allows you to make informed decisions rather than flying blind.
Visual dashboards make complex data simple to understand. You don’t need a degree in print management to see where your money is going or where improvements can be made. The charts and graphs tell the story clearly—here’s what you’re spending, here’s where you’re saving, and here’s what we recommend next.
Cloud printing has been a game-changer for modern workplaces. It allows your team to print securely from virtually any device, anywhere, without wrestling with network connections or installing drivers on every machine. Your employees can send a print job from their laptop at home and pick it up at the office printer when they arrive. Or they can print from their phone while visiting a client.
This flexibility significantly reduces the need for complex on-premise infrastructure. No more dedicated print servers taking up space and requiring constant maintenance. The cloud handles the heavy lifting, making print management simpler and more reliable.
How Managed Print Solutions Support Hybrid and Remote Work
Remote and hybrid work isn’t a temporary trend—it’s the new reality. Your print strategy needs to work whether your team is in the Grand Rapids office, working from home in Ann Arbor, or meeting clients in Traverse City.
Centralized management of a distributed fleet means we can monitor and support printers no matter where they’re located. That home office printer in your employee’s basement? We’re watching it just like the big multifunction device in your main conference room. When toner runs low or an error occurs, we know about it and can take action.
Secure printing for home offices extends your company’s security policies beyond the office walls. Confidential documents printed at home get the same protection as those printed in your main office. Features like secure print release and user authentication ensure sensitive information stays secure, even when your employee’s teenager is in the next room.
Flexible service for remote workers means your distributed team gets the same level of support as your in-office staff. Supplies arrive automatically, technical support is just a phone call away, and everyone has access to the same printing capabilities. This eliminates the frustration of remote workers feeling like second-class citizens when it comes to technology support.
Ensuring consistent user experience across all locations creates seamless operation. Whether someone prints from the main office, a satellite location, or their home office, the process should feel identical. Same login process, same security protocols, same easy-to-use interface.
Sometimes your print needs change temporarily. Maybe you have a big project that requires extra capacity, or perhaps you’re opening a new location and aren’t ready for a long-term commitment. A Copier Rental for Business can be integrated into your overall managed print solutions strategy, giving you the flexibility to scale up or down as needed without being locked into equipment you might not need long-term.
Frequently Asked Questions about Managed Print Services
It’s natural to have questions when exploring something new for your business, especially something as impactful as managed print solutions. We hear a lot of common inquiries, and we’re always happy to clear things up! Here are some of the most frequent questions we receive, along with our straightforward answers:
Can MPS work with my existing printers?
Absolutely, in many cases! When we begin our partnership, a key part of our initial assessment involves taking a close look at your current print devices. We’ll evaluate their age, condition, capabilities, and how well they fit into a more efficient, secure strategy.
Our goal isn’t just to replace everything, but to optimize. We’ll determine which of your existing printers can be seamlessly integrated into your new managed print solution, leveraging your current investments. For devices that might be hindering efficiency or posing security risks, we’ll recommend replacements. The beauty of it is, even with a mix of old and new, and potentially different brands, everything will be managed and supported by one strategic partner – us! It simplifies things immensely for you.
Is MPS only for large corporations?
Not at all! This is a common misconception, but the truth is, managed print services are incredibly scalable. Whether you’re a busy startup, a growing mid-sized company in Michigan, or a large enterprise with multiple locations, MPS can deliver significant benefits.
Think of it this way: every business, regardless of size, deals with printing costs, security concerns, and the need for efficient operations. MPS addresses these universal challenges. For smaller businesses, it can mean gaining enterprise-level print management without the need for a dedicated in-house expert. For larger organizations, it offers streamlined processes and centralized control over complex, distributed print fleets. Our programs are designed to provide better cost control, improved security, and improved efficiency for businesses of all shapes and sizes.
What is the difference between managed print services and a printer lease?
This is a fantastic question, and it’s easy to get these two confused! Think of it like this:
A printer lease is purely a financing agreement. It’s how you acquire the physical hardware – the printer or copier – without having to buy it outright. It’s essentially a rental agreement for the equipment itself, usually for a set period. You’re paying for the use of the machine.
Managed print services, on the other hand, are a comprehensive, ongoing program that includes much more than just the hardware. While a lease for your printers might be a component of your MPS plan, managed print solutions encompass the entire print environment. This means we’re handling the hardware, but also:
- Automated supplies: We monitor your toner and ink and send it to you before you run out.
- Proactive maintenance: We fix issues before they become major problems, minimizing downtime.
- Security: We implement robust measures to protect your devices and documents.
- Optimization: We continuously monitor usage, provide analytics, and make data-driven adjustments to ensure your print fleet is always performing at its best.
So, while a printer lease gets you the car, managed print services is like having a full-service plan that includes the car, all its fuel, regular maintenance, roadside assistance, and even optimizing your route for efficiency. It’s about a complete, worry-free print experience.
Conclusion: Take Control of Your Print Environment
Your print environment doesn’t have to be a source of frustration, hidden costs, or security vulnerabilities. Throughout this guide, we’ve shown how managed print solutions transform printing from a daily headache into a strategic business advantage that drives real value across your organization.
The benefits speak for themselves. Companies implementing managed print solutions consistently see up to 30% reduction in printing expenses by eliminating those sneaky hidden costs and optimizing how they actually use their devices. But the savings go beyond just dollars and cents.
Improved security means your sensitive documents and network endpoints become fortified assets rather than overlooked vulnerabilities. When you implement user authentication, secure print release, and comprehensive audit trails, you’re not just protecting information—you’re ensuring compliance and peace of mind.
Improved efficiency touches every corner of your business. When your IT team stops fielding constant printer support calls (remember that 25% reduction we mentioned?), they can focus on projects that actually move your business forward. When supplies arrive automatically before you run out, productivity never stops for an empty toner cartridge. When workflows are streamlined and optimized, your entire team works smarter, not harder.
The real magic of managed print solutions lies in the partnership approach. This isn’t a one-time fix where we walk away after installation. We’re talking about continuous improvement, ongoing optimization, and a dedicated team monitoring your environment 24/7 to ensure it consistently supports your business goals as they evolve.
At Kraft Business Systems, we’ve built our reputation on providing innovative and secure technology solutions that actually solve real business problems. Our diverse team of consultants and industry experts understands that every Michigan business is unique, whether you’re a growing startup in Grand Rapids, an established company in Detroit, or anywhere in between from Lansing to Traverse City.
We don’t just install printers and walk away. We become your strategic partner, helping you streamline workflows, reduce costs, and gain complete control over your print environment. That’s the Kraft difference.
Ready to see what managed print solutions can do for your business? The first step is understanding exactly where you stand right now. Get a free assessment of your print environment today! There’s no obligation, but there’s everything to gain.
