6 Signs It’s Time to Switch to Managed Print Services

Financial Signs (The Cost is Too High)

The most glaring signs often show up on your balance sheet. When printing costs become erratic and excessive, MPS offers the financial predictability you need.

1. Your Printing Budget is Unpredictable and Spiking

• The Sign: You face sudden, high costs for emergency supply runs, rush shipping for toner, or technician fees for broken devices.
• The MPS Solution: Managed print services establish a fixed, all-inclusive cost per page (CPP). This moves printing from an unpredictable capital expense (CapEx) to a predictable operating expense (OpEx). You pay one consistent rate, and the provider covers supplies, maintenance, and repairs.

2. You Have Too Many Different Devices

• The Sign: Your office uses an uncontrolled mix of printers from various brands (e.g., HP, Canon, Xerox), each requiring unique supplies, different drivers, and specialized maintenance knowledge.
• The MPS Solution: An MPS provider centralizes and standardizes your fleet, simplifying your hardware inventory. This standardization leads to significant bulk purchasing savings on supplies and reduces complexity for maintenance.

Operational Signs (The System is Failing)

Daily inefficiency and administrative bottlenecks clearly signal that your current print management approach is failing your staff and business goals.

3. Your IT Team is Stuck Troubleshooting Printers

• The Sign: Your high-value IT professionals, who should be focused on core business infrastructure, spend significant time fixing paper jams, installing drivers, or dealing with network connectivity issues.
• The MPS Solution: A managed print services provider handles 100% of the daily maintenance, supply ordering, and monitoring remotely. This frees your IT team to focus on strategic, mission-critical tasks, boosting overall efficiency.

4. You Frequently Run Out of Supplies (or Have Too Much)

• The Sign: You either panic-order expensive supplies at the last minute or, conversely, have a closet full of aging, excessive cartridge stock—wasting money and space.
• The MPS Solution: Providers use sophisticated monitoring software that automatically tracks supply levels. When toner or ink runs low, the system automatically orders and ships new supplies before you run out. This just-in-time delivery eliminates downtime and reduces inventory waste.

Strategic Signs (The Need for Modernization)

Printing isn't just about ink on paper; it's about network security, flexibility, and aligning with modern business goals.

5. Your Security is Vulnerable

• The Sign: You have older, unpatched devices on your network, or sensitive documents are often forgotten in the output tray for anyone to see.
• The MPS Solution: Managed print services include fleet modernization and deploying devices with robust, up-to-date security features. They implement critical protocols like secure print release (requiring an employee badge or PIN at the device) to protect confidential data.

6. You Need Flexibility

• The Sign: Your business is experiencing rapid growth, seasonal surges, temporary projects, or downsizing plans, making long-term hardware commitments risky.
• The MPS Solution: MPS agreements are designed to be flexible. They allow businesses to scale their device count and print volume up or down. Providers often structure agreements that enable you to temporarily rent a printer or swap models as your needs evolve without major capital investment.

Summary and Next Steps

If you saw your business in even one of these six signs, it strongly indicates that your current printing situation is costing you more than you think. Switching to managed print services provides financial predictability, operational efficiency, and security to meet the demands of modern businesses.

Ready to gain control of your printing environment?

Contact us today for a free, no-obligation print assessment to see exactly how much you can save and how our flexible options, including renting a printer or leasing new equipment, can transform your office!