Every business relies on printing in some form, whether for internal communication, client documents, or administrative tasks. However, few organisations realise how much unmanaged printing costs them. Between hardware maintenance, toner purchases, wasted paper, and lost productivity, print-related expenses can consume a surprising portion of operational budgets.
Managed Print Services (MPS) provide a structured, data-driven approach to reducing these costs. By assessing how printing is used, optimising equipment, and introducing smart controls, MPS helps businesses save money while improving efficiency and sustainability.
This article presents a case study-style overview of how businesses achieve measurable financial and operational savings through Managed Print Services, highlighting key areas where MPS delivers the most impact.
Background: The Hidden Costs of Unmanaged Printing
In many organisations, printing has grown organically over time. Different departments purchase their own devices, manage their own supplies, and call in ad hoc maintenance when problems occur. This fragmented approach leads to duplication, inefficiency, and escalating costs.
Typical issues include outdated or underused devices, inconsistent supply purchasing, and a lack of visibility into total print volume. IT teams often spend hours troubleshooting printer problems instead of focusing on strategic projects.
The result is a print environment that is costly, unreliable, and environmentally unsustainable. Many businesses simply do not know how much they spend on printing until they conduct a full assessment.
The Challenge: Rising Costs and Limited Control
A mid-sized professional services firm, for example, found its print costs rising steadily year after year. Multiple printer models from different manufacturers created maintenance complexity, while employees were printing freely without oversight or accountability.
The company estimated that more than a quarter of its printed output consisted of unnecessary or duplicate documents. In addition, toner and paper orders were handled by individual departments, leading to inconsistent pricing and occasional shortages.
The business needed a way to take control of its printing, reduce costs, and improve efficiency without disrupting daily operations.
The Solution: Implementing Managed Print Services
The firm decided to implement Managed Print Services across its offices. The first step was a detailed print audit to analyse existing devices, usage patterns, and costs. This revealed a significant number of underused printers and a high proportion of single-sided printing.
Based on these findings, the company adopted a tailored MPS plan. Devices were consolidated to a smaller fleet of energy-efficient multifunction printers, strategically placed for optimal access. Automatic toner replenishment and maintenance scheduling were introduced, ensuring continuous operation without manual intervention.
The new system also included print management software that required employees to authenticate before printing and released documents only when users were physically present at the device. This prevented uncollected printouts and encouraged staff to think carefully about what they printed.
The Results: Cost Reduction and Efficiency Gains
Within the first year, the company achieved a substantial reduction in print-related expenses. Total costs fell by more than 30 per cent, driven by lower paper usage, optimised toner supply, and reduced maintenance expenditure.
Double-sided printing became the default setting, cutting paper consumption almost in half. Consolidating devices also lowered energy usage and simplified support, freeing up the IT department’s time for higher-value projects.
Employee awareness increased as staff began to monitor their own printing habits. Reports from the MPS dashboard provided full transparency, enabling management to track cost trends and identify new savings opportunities over time.
In addition to financial benefits, the company recorded measurable improvements in sustainability. Fewer devices meant lower energy consumption and a smaller carbon footprint, supporting its broader environmental commitments.
Broader Industry Impact
The savings achieved by this firm are consistent with results seen across many sectors. Businesses that adopt Managed Print Services typically save between 20 and 40 per cent on print costs, depending on their starting point.
For organisations with multiple offices or high document volumes, the impact can be even greater. By standardising print processes and introducing clear oversight, MPS eliminates hidden expenses that often go unnoticed in unmanaged environments.
In addition, predictable monthly or quarterly billing replaces irregular spending on supplies and repairs, improving financial planning and cash flow management.
Operational Benefits Beyond Cost Savings
While financial savings are the most obvious benefit, MPS also delivers significant operational improvements. Reliability increases because devices are proactively maintained and monitored, preventing costly downtime.
Automatic supply delivery eliminates the frustration of running out of toner, and the reduced number of devices simplifies IT support. Detailed reporting allows managers to analyse performance data, allocate costs accurately, and make informed decisions about future investment.
Security is also enhanced through authentication and data encryption features, protecting sensitive documents and ensuring compliance with data protection requirements.
Sustainability and Environmental Impact
The shift to Managed Print Services has environmental advantages as well as financial ones. Reduced paper use, consolidated devices, and energy-efficient equipment all contribute to lower carbon emissions.
By monitoring consumption and setting sustainability goals, businesses can demonstrate measurable progress towards environmental targets. Many MPS providers also offer recycling programmes for toner cartridges and end-of-life devices, ensuring responsible waste management.
As sustainability becomes a key part of corporate responsibility, these benefits strengthen an organisation’s environmental credentials while delivering practical savings.
Lessons Learned from MPS Implementation
This case demonstrates that the most successful print management transformations begin with data. Conducting a detailed audit of the existing print environment reveals inefficiencies that can be corrected quickly.
Employee engagement is equally important. Encouraging staff to adopt new habits, such as releasing their print jobs securely or choosing digital alternatives, reinforces long-term savings. Clear communication and accessible reporting help sustain these improvements.
Regular performance reviews ensure that the MPS continues to meet the organisation’s needs as it grows and evolves, maintaining efficiency and cost control over time.
The Wider Business Case for MPS
Managed Print Services offer more than short-term savings; they create a long-term framework for continuous improvement. Businesses gain visibility, predictability, and control over an area that has historically been unmanaged and expensive.
By combining technology, automation, and expert analysis, MPS transforms printing from a hidden cost centre into a streamlined, strategic process. The approach supports financial discipline, environmental responsibility, and operational resilience all essential qualities for modern organisations.
For businesses seeking greater efficiency and sustainability, Managed Print Services represent a proven path to measurable success.
Frequently Asked Questions (FAQs)
How much can a business save with Managed Print Services?
Savings vary depending on size and current print practices, but most organisations reduce total print costs by 20 to 40 per cent within the first year.
Is it difficult to switch to MPS?
No. Implementation is planned carefully to minimise disruption, and training is provided to ensure all users understand new procedures.
Do MPS benefits continue long term?
Yes. Continuous monitoring and reporting ensure that efficiency improvements are sustained and adapted as business needs evolve.
Can MPS help small and medium-sized businesses?
Absolutely. MPS solutions are scalable and can deliver significant savings for organisations of any size.
Does MPS only save money, or does it also improve security?
Both. MPS enhances security through user authentication, encrypted data transfer, and secure print release features.
Conclusion
The evidence is clear: unmanaged printing is costly, inefficient, and unsustainable. Managed Print Services provide a comprehensive, data-driven solution that cuts waste, saves money, and enhances control.
Through careful analysis, optimisation, and ongoing monitoring, businesses achieve lasting improvements in both cost efficiency and environmental performance.
The case study presented here reflects what many organisations across the UK have already discovered Managed Print Services are not just a cost-cutting measure, but a strategic investment in smarter, more sustainable operations.