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Managed Print Services — MPS Meaning & How You Can Benefit

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Navigating the modern business landscape requires a fine balance between cost efficiency and operational excellence. One key area that often goes overlooked is print management. That’s where Managed Print Services (MPS) come into play, offering a comprehensive print management solution provided by third-party experts.

What is Managed Print Services (MPS)?

MPS is not just a fancy term for fixing printer jams. It’s about taking a holistic view of your entire print environment. This service extends beyond simple maintenance, looking into print fleet optimisation, cost control, and workflow enhancements. It’s about ensuring that every print job, big or small, aligns with your business goals (and doesn’t chew through your budget.)

What are the benefits of MPS?

MPS’ benefits are broad and impactful. It starts with cost reduction — by streamlining operations, it curbs those pesky printing expenses that tend to add up over time. Then there’s the productivity boost; with more efficient print processes, staff downtime is minimised, freeing up your team to focus on what they do best. And let’s not overlook the enhanced security and sustainability aspects. In an age where data breaches are common, MPS fortifies your print environment, and with eco-friendly practices, it helps paint your business green.

Who can benefit from MPS?

The beauty of MPS is its wide appeal. It’s not just for the big players; Print Service Providers (PSPs), small businesses, and everyone in between can reap the benefits. Whether you’re a bustling law firm, a thriving real estate agency, or a community-centric church, MPS can be immensely valuable.

The beauty of MPS lies in its ability to customise solutions according to the unique needs and challenges of different sectors, making it a smart choice for a broad spectrum of organisations.

How does MPS work?

Assessment of your current print environment: The first step in the MPS journey is taking stock of where you stand. This assessment is crucial as it uncovers the inefficiencies, over-utilised resources, and areas where improvements are necessary. It provides a clear picture of your existing setup, laying the groundwork for a customised MPS solution that addresses the identified issues.

Design and implementation of an MPS solution: Post-assessment, a tailored MPS plan is crafted. This phase is crucial as it defines how the new setup will be integrated into your existing infrastructure. A well-designed MPS solution ensures that the transition is seamless and the benefits are realised quickly. It’s about taking a strategic approach to design, ensuring the solution aligns perfectly with your organisational objectives.

Ongoing management and support: MPS is not a one-off project but a long-term partnership. Your MPS provider offers continuous support, proactive monitoring, and troubleshooting to ensure your print infrastructure remains robust, secure, and efficient. The ongoing management ensures that your print environment evolves with your business needs, offering scalability and flexibility.

Benefits of MPS

Reduced Costs: Cost savings are at the heart of MPS. By optimising print resources, controlling print volumes, and reducing waste, the financial benefits are substantial. Moreover, MPS can negotiate better deals for toner and other supplies, further driving down costs.

Increased Productivity: Efficient print processes lead to improved workflows, less downtime, and more time for employees to focus on core tasks. Furthermore, MPS introduces technologies that enable mobile printing, self-service options, and other modern print solutions that foster a culture of productivity and efficiency.

Improved Security: In today’s digital era, data security is paramount. MPS helps secure your print environment by implementing measures such as access controls, print authentication, and encryption to protect sensitive data and ensure compliance with regulatory standards.

Enhanced Sustainability: MPS promotes eco-friendly practices such as duplex printing, waste reduction, and energy-efficient hardware, contributing towards your sustainability goals. It’s a step towards reducing your carbon footprint and promoting a green work environment.

Simplified IT Management: With MPS shouldering the burden of managing the print infrastructure, your IT team is liberated to focus on strategic initiatives. This shift not only optimises IT resources but also enhances the overall operational efficiency of your organisation.

Types of MPS Agreements

MPS agreements are designed to match your organisation’s financial and operational structure. Whether it’s a lease, pay-per-print, or a combination of both, the right agreement can streamline costs and operational efficiencies. It’s about choosing an agreement that aligns with your budget and operational requirements, delivering value and transparency. The most common types of MPS agreements are:


In a lease agreement, you pay a monthly fee to the MPS provider for the use of their printers. This type of agreement is ideal for businesses that want to have a predictable monthly cost for their printing costs. Lease agreements typically have a fixed term, such as 24 or 36 months. At the end of the lease term, you have the option to renew the lease, purchase the printers, or return the printers to the MPS provider.


In a pay-per-print agreement, you are charged based on the number of pages you print. This type of agreement is ideal for businesses that have a variable print volume. Pay-per-print agreements typically have a minimum monthly fee, even if you don’t print any pages.


MPS providers also offer customised agreements that combine elements of lease and pay-per-print agreements. For example, you might have an agreement where you pay a fixed monthly fee plus a per-page charge for colour printing. Customised agreements are ideal for businesses that have specific needs that cannot be met with a standard lease or pay-per-print agreement.

MPS Agreement Considerations

When choosing a Managed Print Services (MPS) agreement, it is important to consider your budget, print volume, colour printing needs, equipment needs, and contract term.


How much are you willing to spend on MPS each month? Lease agreements typically have a fixed monthly fee, while pay-per-print agreements have a minimum monthly fee plus a per-page charge. Customised agreements can offer a variety of pricing options, so it is important to get quotes from multiple MPS providers.

Print volume

How many pages do you print each month? If you have a variable print volume, a pay-per-print agreement may be a better option for you. If you have a predictable print volume, a lease agreement may be more cost-effective.

Colour printing

Do you need to print in colour? If so, make sure to choose an MPS agreement that includes colour printing services. Some MPS providers offer colour printing for an additional fee, while others include it as part of the base price.

Equipment needs

Do you need specific types of printers, such as multifunction printers or large format printers? Make sure to choose an MPS agreement that includes the types of printers you need. Some MPS providers offer a wide range of printers to choose from, while others have a more limited selection.

Contract term

How long do you want to be committed to your MPS agreement? Lease agreements typically have a term of 24 or 36 months, while pay-per-print agreements have a month-to-month contract term. Customised agreements can offer a variety of contract terms, so it is important to discuss your needs with the MPS provider.

How to choose an MPS provider

Choosing the right MPS provider is essential to ensuring a successful MPS implementation. 

Choose a provider with a proven track record of delivering successful MPS solutions. Look for a provider with a team of experienced professionals who have a deep understanding of the MPS industry and the specific needs of businesses like yours.

Choose a provider that understands your business goals and can develop an MPS solution that meets those goals. For example, if you are looking to reduce costs, your MPS provider should be able to help you identify areas where you can save money. If you are looking to improve productivity, your MPS provider should be able to help you streamline your print processes.

Choose a provider with a strong financial foundation to ensure that they will be around to support you in the long term. You don’t want to partner with a provider that could go out of business, leaving you stranded without support.

Choose a provider with a good customer service reputation. You want to be able to rely on your MPS provider to respond to your needs promptly and professionally. Read online reviews and talk to other businesses that use the provider to get a sense of their customer service reputation.

In addition to these key factors, there are a few other things to consider when choosing an MPS provider:

  • Industry expertise: Does the provider have experience working with businesses in your industry?
  • Technology offerings: Does the provider offer the latest print technologies and solutions?
  • Scalability: Can the provider scale its solutions to meet your growing needs?
  • Security: Does the provider have a strong security posture to protect your sensitive data?


In conclusion, Managed Print Services (MPS) is a holistic, strategic approach towards managing your print environment. The array of benefits including cost reduction, productivity improvement, security enhancement, and sustainability makes MPS an invaluable asset for modern-day businesses.

CopierChoice for Your MPS Needs

CopierChoice was founded in 2010 to simplify the process of obtaining quotes for buying, renting or leasing office copiers and printers. Prices can differ significantly depending on brand, model, features, and options. Our Quote Request service connects you with 3 to 4 suppliers who will offer customised quotes matching your business requirements and can help you save up to 70%.

Take the next stride towards optimising your print operations. Reach out to a reputable MPS provider through CopierChoice for more information or an assessment. Discover how a tailored MPS solution can revolutionise your print environment, contributing towards your organisational success.

FAQ: Managed Print Services

Managed Print Services (MPS) is a holistic solution to optimise your print environment, reduce costs, and improve productivity.

MPS can benefit businesses of all sizes, regardless of their industry or sector.

MPS can actually save businesses money in the long run by reducing costs and improving productivity.

A good MPS provider will take care of everything for you, from the assessment to the implementation to the ongoing support.

Yes, MPS can be integrated with your existing IT infrastructure. Your MPS provider will be able to help you integrate MPS with your existing systems and processes.

The components of MPS include assessment, design, implementation, and support and maintenance.

MPS scope of work typically includes device management, supplies management, usage monitoring, security, and support.

MPS can provide cost savings, increased productivity, improved security, enhanced sustainability, and simplified IT management.

Managed Document Services (MDS) is a broader term that encompasses MPS as well as other document-related services, such as document capture, scanning, and workflow automation.

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Managed Print Services — MPS Meaning & How You Can Benefit

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