Modern businesses still rely on printers to create hard copies of essential documents. However, maintaining a fleet of printers can pose a daunting challenge. This issue gets more complex as many organizations shift to hybrid work models.

Depending on the size of your business, attending to all your printer needs might prove to be a full-time job. This is why many small- and mid-sized companies turn to managed print solutions. These providers specialize in maintaining and optimizing printer fleets. Here we will explain how these services could be beneficial for your business.

Why Managed Print Works

Outsourcing is hardly a new concept. This practice has been around since the late ‘80s and early ‘90s. The idea of having more labor power at your disposal at a lower cost was very attractive. As a result, companies in the U.S. started to rapidly adopt managed print services (MPS).

There is a surge in demand for MPSs for both home and office users. Analysts predict that managed print services market size is expected to grow by $6,991.94 million from 2022 to 2027. Despite a sharp decline in printing volume during the pandemic, the value of MPS services is now higher than ever.

As your business starts to grow, you might notice a need for a managed print provider. Having to pick a new partner in such an overcrowded market might seem daunting. Here is all you need to know to make a good choice.

What Does a Managed Print Provider Do?

A good provider will always start with a detailed assessment of your current printer fleet. By closely examining your equipment, usage patterns, and overall cost, they can identify potential areas of improvement. This non-intrusive analysis is the first step for upgrading any business’s efficiency and effectiveness.

Managed print services are usually easily customizable to fit any company’s unique needs. Options should cover a wide range of hardware and software issues. Whether you are in need of software upgrades or automatic toner delivery, you should be covered. Here is a quick list of some of the most popular managed print services:

  • Assessment of your current printing environment
  • Upgrading and maintaining your devices
  • Monitoring and optimizing your workflow
  • Automatic supply delivery
  • Highlighting bottlenecks and offering quick solutions
  • Employee training
  • Improving security

Why Cybersecurity Matters

Most modern printers are complex machines with access to your business’s network. This makes them a potential gateway for hackers. Printer security is one of the most crucial ways to secure your office. Hiring an MPS provider can save you from a potential data breach and save you a lot of money in the long run.

Given their complexity, modern printers should be perceived as office computers. As such, they are vulnerable to cyberattacks because of their numerous access points. Unless properly monitored, they pose a significant risk to your business.

Managed print service providers tackle these issues by ensuring your printers have data encryption, printing authentication, and additional hard drive security. Additionally, they make sure your business meets the requirements of any local government agencies. This way, you won’t have to worry about incurring massive penalties.

The Biggest Intangible Benefit

With each passing year, the environmental benefits of managed print services get increasingly more attention. Printer manufacturers are making use of advances in toner technology, recyclable parts, and sustainable manufacturing. However, an irresponsible business owner can still do a lot of harm by not minimizing his paper waste.

MPS help companies to reduce their environmental impact by implementing sustainable practices and recyclable materials. A responsible managed print partner will use these tactics to improve your printing program.

Evaluate Paper Usage

While it may sound simple, consuming less paper makes a big difference. By closely assessing your paper usage, your MPS partner can identify where you can cut back. Small changes such as double-sided printing can massively reduce your environmental impact.


Most modern toner cartridges can be recycled. By simply ensuring your printer fleet only works with recyclable parts, your office waste will experience a massive decline. If this specialized shopping sounds like a hassle, let your MPS partner do all the work.

Select Energy-Efficient Printers

When it’s time to replace your old printers or simply grow your fleet, be sure to buy ENERGY STAR–certified models. These machines consume less energy than traditional printers. In addition to saving money on electricity bills, you will also reduce your carbon footprint.

How Managed Print Services Save Money

One of the best ways to make your business more profitable is to cut costs. Managed print services can help you with this by lowering your printing-related costs. MPS can ensure that your business:

  • Uses the optimal number of printers.
  • Consumes less ink.
  • Decreases the amount of wasted paper.
  • Always has sufficient supplies.

Your business can experience improved efficiency through decreased employee downtime. Instead of wasting significant time on using or repairing printers, they can focus on their work. A trusted MPS provider will take the guesswork out of printing.

Finally, MPS can help you improve efficiency by allowing you to budget your expenses more accurately. If not adequately accounted for, printing costs can quickly skyrocket. This way, you can know precisely how much your business spends on printing each week.

Should You Hire a Managed Print Provider?

Businesses of all sizes can benefit from MPSs. If you want to make your company even more profitable and sustainable, hiring a managed print provider is the way to go. Instead of wasting time and money on building an in-house team, outsourcing your printing needs is much more cost-effective.

Wisconsin Document Imaging has been the market leader in managed print services for over a decade. Ever since 2010, we have provided expert-level service and office equipment for businesses in the Green Bay, Menomonee Falls, and Fox Cities areas.

If you wish to find a local partner that can enhance your office technology and maximize your workflow, do not hesitate to reach out to our team today. We look forward to helping your business grow.