The Changing Landscape of Managed Print Services
Where and how we work has undergone a fundamental shift. Once a hub for high-volume printing, the traditional office environment has transformed into a hybrid and increasingly digital workspace. With employees splitting time between home and office, businesses optimizing office footprints, and IT managers adapting to new security and efficiency challenges, Managed Print Services (MPS) has had to evolve.
No longer just about maintaining print infrastructure, MPS now plays a strategic role in optimizing workflows, enhancing Security, and controlling costs in an era where printing is only one part of a broader information management strategy. This evolution presents challenges and opportunities for business executives and IT leaders tasked with maintaining a secure, efficient, and adaptable print environment.
The Rise of a Hybrid Print Environment
As hybrid work models become the norm, the role of MPS has expanded beyond traditional office-based fleets. Organizations are seeing significant shifts in print volumes and user behavior:
- Many businesses report a 50% decline in print volume compared to pre-digital transformation levels as workflows move online.
- Yet, 72% of organizations still consider print important, even if used more selectively.
- Nearly half of enterprises have adopted cloud-based print management solutions, allowing employees to print securely from anywhere.
IT managers must now balance centralized print infrastructure with decentralized workforce needs. Employees expect the flexibility to print from remote locations while businesses seek cost-effective, secure, and sustainable print solutions.
The Business Case for MPS Optimization
Organizations are reassessing their MPS strategies to align with modern workplace demands. Instead of maintaining outdated print setups, IT leaders focus on efficiency, Security, and flexibility. Here’s how businesses are optimizing their print environments:
1. Cost Efficiency & Rightsizing the Fleet
Many companies are consolidating devices to match usage, but print volumes are declining. Strategies include:
- Assessing print usage data to eliminate redundant or underutilized printers.
- Shifting from A3 to A4 devices for lower costs while maintaining productivity.
- Reevaluating their print strategy for flexibility and reduced overhead.
For example, a multinational financial firm reduced print costs by 30% by eliminating excess devices and optimizing workflows, ensuring that only necessary print jobs were executed.
2. Strengthening Security in a Distributed Workforce
Print security has become a top priority as documents are printed in multiple locations, including home offices. Business leaders are prioritizing:
- Secure print release (pull printing), requiring authentication before jobs are printed.
- Cloud-based encryption protects data in transit and at rest.
- Zero-trust security policies, ensuring every device and user interaction is verified.
For example, a global law firm implemented an MPS-driven security overhaul, enabling attorneys to print securely from any office location while ensuring strict confidentiality requirements.
3. Integrating MPS with Digital Workflows
Print management is no longer just about hardware—it’s about enabling seamless digital workflows. Businesses are integrating MPS with:
- Cloud storage and collaboration tools (e.g., scanning directly to OneDrive, Google Drive, or SharePoint).
- Automated document routing, reducing manual handling and errors.
- Mobile and touchless printing solutions, ensuring employees can print securely from any device.
For instance, a healthcare organization revamped its document management strategy by integrating MPS with secure patient record scanning, reducing administrative overhead while improving compliance.
The Role of Cloud and AI in Modern MPS
With IT departments seeking scalable and intelligent solutions, cloud-based print management and AI-driven analytics are becoming critical components of MPS:
- Cloud print solutions eliminate the need for on-premises print servers, reducing maintenance costs and enabling universal access.
- AI-powered analytics help businesses monitor print usage, detect inefficiencies, and proactively manage supplies and maintenance.
- Predictive maintenance ensures printers are serviced before breakdowns occur, minimizing downtime and improving device lifespan.
Sustainability: A Driving Force in MPS Decisions
Organizations are also looking at MPS through the lens of environmental sustainability. New solutions allow businesses to:
- Track and reduce the carbon footprint associated with printing.
- Implement automated paper-saving policies, such as default duplex printing and digital-first workflows.
- Choose energy-efficient and carbon-neutral print solutions that align with corporate sustainability goals.
One enterprise reduced paper waste by 40% after adopting MPS-driven print governance policies, reinforcing sustainability while cutting costs.
The Future of MPS: A Strategic Business Function
As workplaces transform, Managed Print Services must evolve from a tactical cost center to a strategic enabler of business agility, Security, and digital transformation. Business leaders and IT managers who take a proactive approach to MPS—focusing on efficiency, Security, integration, and sustainability—will position their organizations for success in the new era of work. The future of MPS isn’t just about printing; it’s about empowering businesses to manage information smarter, faster, and more securely than ever before.
Share