For many organizations, printing remains both mission-critical and surprisingly complex. Invoices, healthcare forms, compliance documents, shipping labels, marketing materials and operational reports still rely on printed output even as digital transformation initiatives accelerate. At the same time, outdated print sourcing models often introduce hidden costs and operational inefficiencies that drain budgets year after year.
Managed print services, often referred to as MPS, have emerged as a strategic approach to controlling print-related costs while improving reliability, visibility and governance across the enterprise. For leaders across procurement, finance, operations, marketing and IT, print management services can shift print from a financial burden into a managed service aligned with broader business outcomes.
The following blog explains what managed print services are, what they provide, who benefits from them and how organizations should evaluate them — with real-world use cases and practical context along the way.
Managed print services are comprehensive solutions in which a third-party provider takes responsibility for the assessment, optimization and ongoing management of an organization’s printing needs. Rather than purchasing printing presses and managing them internally — or allowing business units to procure printing services independently — organizations work with a single provider that delivers print as a service.
At a high level, MPS focuses on reducing complexity and improving control over how print is procured across the organization. Providers analyze current usage patterns and supply consumption, then implement standardized workflows. The result is a more predictable and efficient enterprise printing solution that supports business operations in the most efficient manner possible.
A managed print service typically delivers far more than just printed documents. In enterprise print management scenarios, providers may deliver rules-based printing policies, enterprise print portals, and web-to-print capabilities that centralize control and minimize waste. For large or complex organizations, these value-added print management services can simultaneously improve the quality of the printed materials while slashing total cost of ownership.
Yes, managed print services may be delivered at different levels depending on organizational needs and business objectives. Some organizations start with basic MPS where the outside managed print service assumes management of an existing print shop including its staffing, supplies and equipment maintenance. This approach often appeals to smaller organizations seeking quick fiscal relief without major workflow changes.
More advanced corporate print outsourcing relationships commonly include software-driven print management — print portals with built-in security controls and analytics — that distribute print jobs to the managed print services providers’ own print facilities. Such outsourced corporate print services enable an organization to “get out of the business” of commercial printing and to focus its resources on core business functions instead.
MPS Example: Large healthcare systems, financial institutions and regulated manufacturers often adopt corporate print outsourcing models and their sophisticated enterprise print management software to improve compliance, reduce risk exposure, and gain enterprise-wide visibility of print spend.
For decision-makers, the value of managed print services typically falls into three core areas: cost control, operational efficiency and risk reduction. While the specific benefits vary by industry and organization size, most managed print solutions deliver measurable improvements within the first year.
In many cases, print is one of the last unmanaged operational expenses. MPS brings structure, transparency and accountability to an area that historically grew in an ad hoc manner. This enables leadership teams to make proactive, informed decisions instead of reacting to equipment outages, supply shortages or budget overruns.
One of the most immediate benefits of managed print services is cost reduction through consolidation and repurposing of company resources. Many organizations discover that supporting corporate print services internally is both capital-intensive (e.g., printing equipment and dedicated real estate) and operationally expensive (e.g., salaries, supplies and ongoing equipment maintenance). The managed print services companies’ offerings eliminate these cost challenges while delivering high-quality printed output that meets critical business needs.
Managed print services providers also help control consumable spend by consolidating print vendors, standardizing print output and preventing over-ordering. Automated replenishment eliminates last-minute purchases at premium prices while centralized control of ordering reigns in “rogue” print spend throughout the organization.
MPS Example: A common real-world example is a multi-location manufacturing company that reduces print spend by centralizing print management services across plants. Before MPS, each site orders its required labels and technical manuals independently. After implementation, the company enjoys volume pricing, standardizes printed materials across the organization, and eliminates emergency print orders.
Beyond cost savings, managed print services contribute to return on investment by simplifying operations and freeing internal resources. Procurement teams benefit from predictable, contract-based pricing instead of variable print purchasing costs. Likewise, resources that would otherwise go to printing equipment, print shop salaries and supplies are refocused on mission-critical activities. MPS also improves employee productivity by reducing the amount of time spent on obtaining print bids, placing print orders, and managing purchase orders and invoices.
MPS Example: In healthcare environments, print outsourcing can indirectly affect patient satisfaction, staff efficiency and even the quality of care. Hospitals that implement MPS often report higher quality printed documents, greater standardization and faster turnaround times.
Managed print services tend to deliver the greatest value in environments with multiple locations or high print volumes. Organizations with internal print shops or who have fragmented, decentralized print spend often see immediate benefits from MPS adoption. Managed print solutions also align well with broader initiatives around cost containment and IT modernization.
That said, very small organizations with minimal print needs or highly specialized print requirements may not benefit as much from a full MPS engagement. In those cases, internal print management may suffice. The key lies in aligning the scope of the managed print solution with actual business needs rather than adopting it by default.
Enterprise print management software is a key component of advanced managed print services. This web-to-print software provides centralized visibility into print spend, order status and user behavior across the organization. It enables granular control over who can order printed materials and what they can print. Such print portals also support compliance by creating audit trails of the documents printed and both centralize and tighten version control.
Managed print services are relevant to multiple functions within an organization, making cross-functional engagement essential in the implementation process.
Successful managed print services provider implementation requires collaboration across these roles. When stakeholders align early, organizations are better positioned to select a print management service that balances cost savings, performance and security.
Selecting a managed print service requires more than comparing pricing. Organizations should start by evaluating provider experience with similar industries, compliance requirements and organizational complexity. A provider familiar with healthcare workflows, for example, may bring different expertise than one focused solely on retail or manufacturing.
Technology capabilities also matter. Decision-makers should assess the provider’s ability to offer print management software, security controls and analytics that align with organizational needs. Scalability and geographic reach are critical for organizations with multiple locations or complex organizational structures.
Finally, service model and governance should not be overlooked. Clear service level agreements, transparent reporting and dedicated account management help ensure long-term success. The strongest managed print service providers act as partners, continuously optimizing the service model as business needs change.
Managed print services provider implementation is most successful when it is treated as a structured transformation rather than a simple vendor change. The first step is a comprehensive assessment of the organization’s current print procurement process including ordering tools, usage patterns and year-over-year costs. This discovery phase creates visibility into hidden inefficiencies and establishes a baseline against which improvement can be measured.
The next step is solution design and alignment with business goals. The provider works with procurement leaders to define the right service model and enterprise print portal requirements based on how print is used to support the organization. This is also where ordering workflows, product types and service levels are defined to ensure the solution supports cost control, user experience and compliance.
Deployment and transition follow, typically in phases to minimize disruption. An in-house print shop may be either augmented or replaced. Certain types of printed materials may be sourced through the new corporate print service while others continue to be ordered “the old way” for a period of time. Print portal software is configured and users are educated on the new ordering workflow. Once the new enterprise print management model is fully live, ongoing monitoring and reporting ensure that the managed print solution continues to evolve as business needs change — turning MPS into a long-term strategic asset rather than a one-time project.
As one of the largest, most diverse print and communications companies in North America, Taylor specializes in the managed print solutions described above. We provide enterprise print management and corporate print outsourcing services to many of the world’s most recognized brands.
No two engagements are alike. Depending on the printing solutions required, our print management services can be structured one of four ways:
Looking for a way to embrace the managed print services benefits described above? Contact Taylor to learn about our expertise with managed print service provider implementations.