Before we explore the past, present, and future of managed print services (MPS), we will briefly explain what MPS is all about.

MPS refers to services offered by an external provider to optimise or manage a company’s document output. In other words, MPS providers job is to assess, optimise, and consistently manage your company’s document output environment in order to lower overhead costs, enhance productivity, improve efficiency, and reduce risk. There also many benefits of MPS, like decreasing device downtime and more, which were covered in our Benefits of MPS blog post.

Here, we will explore what printing services existed in the past and how MPS was established; what companies can currently expect from their MPS providers and their processes; and what changes are forecasted for MPS in the future.

How MPS Emerged

If we were to travel back in time to the early 2000s, office print, fax, and copy infrastructure was increasingly driven and controlled by large office machine manufacturers. Companies felt inclined to purchase or lease large, expensive devices without taking into account the financial consequences. In addition, companies were being locked into long-term service contracts that did not support their business needs. Often, these large copiers or multifunction machines would fail, thus increasing the need to purchase more printing devices that began to accumulate around the office.

As a result, offices became overloaded with printers, copiers, fax machines, and scanners – leaving copier rooms filled with machinery that was underutilised. This created the “mixed fleet” office environment which comprised of multiple machine types, multiple supply contractors, and multiple service systems. With no guidance, clients became overwhelmed with the task of managing these complex mixed fleets of printing devices. Thus, creating the vicious cycle of refreshing old technology with new. Essentially, there was no management of printing devices and the need for a solution was fundamental.

In the mid 2000’s, MPS was established with the goal of helping clients better manage and control their entire print, copy, fax, and scan infrastructure, while taking into consideration the long-term needs of the business.

How Can My Business Benefit from MPS?

“Cost reduction will always be a primary reason for adopting a managed print services programme.” – Quocirca, Leading Industry Analyst House

Companies who implement an MPS programme benefit in many ways. An MPS programme is designed to help you meet your overall business objectives and goals, all while helping to streamline your overall business efficiency. An MPS programme consists of management of your business printing services, including printers, scanners, faxes, and copiers.

So, what benefits have companies noticed since implementing an MPS programme?

• Reduced costs
• Predicted budgets
• Decreased environmental footprint
• Decreased device downtime
• Increased employee productivity

During the MPS process, equipment is implemented based on your needs; unnecessary printers are eliminated; printers are strategically placed in an easily accessible area for groups of employees; inefficient devices are replaced; shipment of toners are automated; and employees are trained on the new technology.

The Future of MPS

The future of MPS is bright and companies who want to have a competitive advantage are seeking out MPS programmes to provide these results. But, what is forecasted for MPS in the near future?

As MPS evolves into a broader and more complex business process, organisations will seek MPS providers that can bridge the gap between paper and digital, as well as create a long-term roadmap for their business transformation. It is predicted that MPS will evolve into a hybrid role that will be consequential in helping organisations realise strategic growth plans and become a provider that can demonstrate long-term visibility and stability.

Sources
Quocirca. Leading Industry Analyst House.