WHAT IS MANAGED PRINT? 7 WAYS IT CUTS OFFICE COSTS
Published: 28 Nov
Managed print services (MPS) are transforming the way businesses manage their printing, copying, and document workflows. Why? Because they are lowering unexpected issues, minimising waste and increasing device uptime. All of which is leading to reduced costs.
In this guide, we’ll explore what managed print is, how it reduces waste and costs, and why local businesses across Hampshire, Dorset, and Sussex are switching to smarter print management.
What Is Managed Print?
Managed print services (MPS) involve outsourcing the management of your printers, copiers, and consumables to a specialised provider. This means you don’t have to deal with the hassle of figuring out why your printer isn’t printing.
At Apple Office Equipment, our managed print solutions cover everything from supply monitoring and maintenance to automated toner delivery and usage analytics — helping organisations focus on what they do best.
Not only does an MPS provider take maintenance off your hands, but it also reduces office cuts in several ways too.
1. Reduces Hidden Printing Costs
Many businesses underestimate their printing expenses. With MPS, you gain visibility over every device, department, and user. With eyes on everything, we help turn unpredictable spend into a fixed, managed cost.
There are a number of ways MPS services can do this:
- All costs, such as toner, parts, servicing, call-outs and labour, are covered in the Managed print solution.
- Wasteful printing is eliminated through print rules, secure release printing and user authentication.
- You get what you need, when you need it. Toner supplies are included in our Print Managed Solution.
- Keeping an eye on all of the devices allows you to optimise your fleet, removing unused printers and potentially improving overused ones.
Our managed print solutions include usage reports that highlight waste and opportunities to consolidate devices. And they can cover all parts of printer maintenance, keeping costs low.
2. Minimises Waste & Environmental Impact
Print management for businesses helps organisations print smarter and greener.
By reducing excess printing, switching to low-energy devices, and recycling consumables responsibly, companies lower their carbon footprint.
Examples of how this works include:
- Introducing print rules stops unnecessary printing, reducing paper and toner usage.
- Automated supply management stops overordering and lowers shipping costs and footprint.
- Upgrading to energy-efficient devices consumes less energy.
- Recycling toner cartridges avoids sending them to landfill and supports reuse of materials where possible.
- Proactively maintaining each device keeps them running more efficiently for longer.
We offer comprehensive device management solutions that include all of the above. So, you can reduce your environmental impact without lifting a hand.
3. Improves Device Reliability and Uptime
With regular servicing and proactive maintenance from our local engineers, downtime becomes a rarity.
Combining proactive maintenance, fast support, centralised monitoring and reliable equipment means staff always have access to working printers so they can get back to the task at hand.
How?
- Regular servicing identifies issues early to prevent larger and more costly problems.
- Fast engineer responses minimise printer downtime so staff can get on with their work, and IT teams don’t waste time troubleshooting.
- As parts, call-outs and labour are included in the Print Managed Solution, you don’t have to wait for budget sign off, so problems can be resolved quickly.
- As toner and other consumables are automatically supplied when you need them, your printers will never be out of action with empty cartridges.
Our MFP & RISO Maintenance Service offers same-day response times across the South Coast, as well as regular servicing to keep on top of wear and tear maintenance.
4. Enhances Security & Compliance
Modern multifunction printers tore data — and that makes them a security consideration.
However, using a print management solution ensures you stay compliant and keep security in check.
- Stop documents being picked up by the wrong person or sitting on printing trays with secure print releases. This authenticates the user at the device before printing.
- *Authentications are often done through unique pin codes, ID cards or user accounts, so you can be sure only those who need to can print.
- Keep documents confidential with encrypted scanning and secure workflow features as part of a print management service.
- *Tracking who is printing something, what it is and where they do it also provides clear auditing compliance and better oversight for sensitive document handling.
Print management for business provides firmware updates, secure print release, and compliance with GDPR and ISO 27001 best practices. So you can avoid compliance fines or penalties.
5. Streamlines Ordering & Supply Management
As mentioned above, an MPS provider means no more manual toner orders or emergency runs.
A print management service, such as ours, will offer automated supply tracking to make sure consumables are replenished before you run out — keeping operations seamless. This helps you reduce costs as it means you won’t be spending money on items you don’t need.
6. Scales with Your Business
From small offices to multi-site organisations, MPS adapts as your needs grow.
We provide scalable leasing and device management options across Hampshire, Dorset, and Sussex.
7. Provides Expert Local Support
Don’t waste time waiting for your printer to be fixed. Our team of manufacturer-trained engineers are based locally, ensuring fast response and genuine personal service. There is no need for you to call out a costly emergency local engineer while you wait for us.
Learn more about our managed print services
Discover how your office could benefit from a local managed print solution. Keeping costs low and increasing device efficiency across your office.
Contact us to request a print audit to see how we can cut your costs and improve efficiency. Call us on 023 8033 0611 today.
