When You Should Consider Outsourcing Your Print Management

Posted by Terry Willis on November 4, 2013

If you are like many companies, print-related management is not a top priority. Print management can provide significant benefit, but no one has the time or passion to take control and truly make it a primary focus. Without this attention to detail, print costs and productivity can easily get out of control.

We find many organizations believe their print technology is monitored and well managed; but upon taking a closer look, it is clear that simply isn’t the case. This is the result of print management being attempted to be handled in-house, which often lacks strategy and assigned responsibility. Time constraints plus the lack of focus and uninteresting nature of these tasks make print management difficult to perform effectively in-house. 

Trust the Experts

printer managementBelieve it or not, there are people with a passion for managing printing technology. This passion is backed by the experience and expertise required to do so efficiently. Managed Print Service providers are equipped with a team of skilled people willing and able to effectively take over your print management responsibilities.

First, these experts will assess and analyze your fleet, taking into account your current equipment, business needs and growth goals. From this point, recommendations will be made for machine placement, capabilities and utilization to create an optimized printing environment.
Next, your team of print management experts expands, as your equipment plan is implemented. Specialized team members will perform the necessary tasks and be available for support or maintenance on your devices. Your printing technology will also be monitored and automatically send alerts as service and supplies are needed.

Additionally, help desk support is available to answer your questions, provide problem resolution and assist you with any changes in your organization that would require adjustments to your printing fleet.

Cut Costs

In addition to this expert assistance, there are significant cost-saving opportunities for companies that implement an effective Managed Print Services (MPS) program. MPS, by definition is “a service offered by print providers to assist the businesses with streamlining print management and lowering costs.”

The costs associated with printing can add up to between 1-10% of an organization’s total revenue. Putting a print strategy in place that effectively monitors and manages your fleet of equipment can provide your organization cost savings of up to 30%. Experienced managed print services providers have mastered this capability, providing the knowledge and expertise to perform print management accurately and efficiently. This allows your internal staff to stay focused on their priorities without the distraction of printer issues.

Here are some additional resources to further help explain how outsourcing your print management to a print provider can save you time and money:

Refocus Your IT Department & Priorities

Outsourcing your print management responsibilities removes this burden from your IT department, or other employees who have been assigned these tasks because there is no one else to do them. Most organizations have found that it isn’t cost effective to dedicate staff to this responsibility.

Give time back to your IT department and allow them to focus on your core business priorities, innovation and infrastructure management.


Overall business printing productivity will improve because the experts are handling your print management tasks and your staff gets to refocus on their primary responsibilities. Start your free print assessment with one of our print advisors.

Request a Print Technology Assessment

Topics: print costs, productivity, Managed Print Services, Efficiency, Consumer Services