Why Managed Print Services (MPS)

In today's evolving landscape, Managed Print Services (MPS) and broader Managed Services are more than just cost-saving measures. Chapters 14 and 15 of Rest In Print explore critical insights into MPS and its shift beyond mere print management, emphasising how organisations can leverage these services for broader strategic goals. For Chief Information Officers (CIOs) and Chief Financial Officers (CFOs), here are five valuable takeaways from these chapters:

1. MPS Is Not a "One-Size-Fits-All" Solution

While many expect MPS to deliver instant cost savings, it’s important to understand that it is not a magic solution for every organisation. The effectiveness of MPS hinges on understanding an organisation’s unique requirements. MPS must be customised to fit the specific operational challenges of a business. For a CIO, this means investing time in evaluating your company’s needs, rather than assuming MPS will automatically solve every document-related issue.

2. Focus on Centralisation and Standardisation

One of the first steps for a successful MPS implementation, particularly when dealing with decentralised IT environments, is to centralise control over print and multifunctional devices. As demonstrated in various case studies, centralisation leads to transparency in cost control and equipment management. For CFOs, this is critical, as centralised print management can reveal hidden costs and allow for better budget allocation.

3. Beyond Print: MPS as a Gateway to Broader Services

MPS is evolving. It is no longer solely about managing print fleets. Many organisations are now using MPS as a launching pad for broader managed services such as document workflow optimisation, cloud integration, advanced scanning solutions and digitisation (digital and business transformation activities). CIOs should look at MPS as part of a larger strategy to digitise business processes, improve workflow efficiency, and enable seamless cloud-based operations.

4. Critical Importance of Data and Device Security

As companies move towards integrating MPS with other IT services, security becomes a significant concern. In today’s digital landscape, any device connected to the network poses potential vulnerabilities. Both CIOs and CFOs must ensure that security measures are in place, not just for the print devices themselves but for the information being processed through them. Data sovereignty, redundancy, and disaster recovery protocols must be embedded into any managed service contract.

5. Managed Print Services Should Lead to Greater Flexibility

Finally, MPS can offer financial flexibility if executed well. A well-negotiated contract allows organisations to scale their print services based on actual usage, rather than locking them into a rigid, long-term agreement. For CFOs, this is crucial in today’s dynamic business environment, as it means paying only for what is used and adjusting services as the business grows or contracts.

In summary, the true value of MPS lies not in its ability to cut costs alone, but in how it integrates with broader business strategies, enabling CIOs and CFOs to drive innovation, maintain security, and adapt to changing market conditions.