In an era dominated by cloud platforms, real-time messaging apps, and paperless workflows, printing might seem like an outdated business function—something slowly fading into obsolescence. But the reality is more nuanced. Despite the rise of digital-first strategies, printing is far from extinct. In many industries, it remains a vital part of daily operations.
What has changed, however, is how businesses manage their printing. While the print landscape has evolved, so have the demands on cost-efficiency, sustainability, security, and remote accessibility. That’s where Managed Print Services (MPS) come into play.
Often underestimated in the broader conversation about digital transformation, MPS offers powerful—and frequently overlooked—benefits for modern businesses. It helps organizations bridge the gap between legacy processes and digital aspirations while driving real value behind the scenes.
Streamlining Print Environments for Greater Visibility and Control
One of the most underrated aspects of Managed Print Services is the visibility it brings to a traditionally chaotic part of the office. In many organizations, printing is decentralized. Multiple departments use different machines, order supplies independently, and troubleshoot problems as they arise. This leads to inconsistent costs, redundant hardware, and mounting waste.
MPS providers begin by auditing the entire print environment—mapping every device, understanding usage patterns, and identifying inefficiencies. With that data, they propose a centralized strategy: which devices to retire, where to consolidate, and how to automate supply replenishment.
This process alone can reduce print costs by up to 30%. But it also has a broader operational impact. Finance teams get predictable monthly billing. IT teams spend less time on maintenance. And leaders gain a clearer view of what’s being printed, by whom, and why.
In short, MPS replaces guesswork with oversight—and that’s invaluable in a world where agility and accountability are non-negotiable.
Supporting Hybrid Work Without Sacrificing Efficiency
The shift to hybrid and remote work has forced companies to rethink every piece of their infrastructure—including printing. Employees may still need access to printed documents, whether for client contracts, legal materials, or secure records. But they’re no longer always in the office to pick them up.
Managed Print Services help bridge that gap. Many providers offer cloud-connected print platforms that allow users to send jobs securely from home, then release them at the office with a PIN or badge. This pull-printing approach not only supports remote workflows, but also improves document confidentiality—ensuring sensitive materials aren’t left on trays for anyone to grab.
For companies with multiple locations, MPS enables consistent access across sites. Whether employees are at headquarters, a satellite office, or a coworking space, they can print through a unified system with centralized controls.
That kind of flexibility is crucial in a hybrid world—and MPS makes it possible without sacrificing security or control.
Enhancing Security and Compliance Posture
Digital threats don’t stop at the firewall. Network-connected printers are often overlooked vulnerabilities—entry points that cybercriminals can exploit if left unsecured. In an increasingly regulated business environment, that’s a risk few companies can afford.
Managed Print Services address this by implementing enterprise-grade security protocols across your entire print fleet. This includes encrypting data in transit, authenticating users at the device, applying firmware updates, and restricting access to sensitive features.
For industries like healthcare, legal, education, and finance—where data privacy and compliance are mission-critical—these safeguards are essential. MPS providers help companies align with regulations like HIPAA, FERPA, GDPR, and others by ensuring that documents are protected before, during, and after printing.
Even for businesses that don’t operate in a regulated space, secure printing protects intellectual property, customer data, and internal communications—assets that are increasingly targeted in cyberattacks.
Driving Sustainability Goals Without Sacrificing Performance
Paper waste, excessive toner use, and energy-hungry hardware quietly contribute to a company’s environmental footprint. As more organizations commit to sustainability goals, print environments have become a natural place to cut down on consumption.
Managed Print Services can make a significant difference. By consolidating to energy-efficient devices, introducing double-sided printing defaults, and eliminating unnecessary hardware, companies reduce their paper and energy use almost immediately.
Many MPS providers also offer sustainability tracking dashboards—allowing businesses to quantify their environmental impact over time. These reports are useful not only for internal benchmarking but also for demonstrating progress to stakeholders, clients, and investors who increasingly expect environmental accountability.
Importantly, these green improvements don’t require trade-offs. Companies don’t have to choose between sustainability and performance. MPS delivers both.
Unlocking Long-Term Strategic Value
While it’s easy to think of printing as a simple operational function, the truth is that document workflows are often deeply embedded in how companies get work done. From invoices and HR paperwork to client presentations and compliance documents, printed materials still play a critical role—even in digital-first environments.
Managed Print Services help businesses modernize these workflows. They integrate print systems with cloud storage, automate routing for scanned documents, and connect with enterprise platforms like Microsoft 365, Salesforce, or ERP tools. This reduces manual effort, shortens turnaround times, and ensures consistency across departments.
The result isn’t just cost savings—it’s process improvement. When printing is tightly integrated into digital systems, the business runs more smoothly. And when printing is no longer a blind spot, leaders make more informed decisions.
Conclusion: Print Isn’t Dead—But It Is Changing
In an increasingly digital world, the conversation around printing is evolving. It’s no longer about volume—it’s about control, security, flexibility, and strategy. Businesses that overlook print as part of their digital transformation risk missing out on significant savings, process improvements, and sustainability gains.
Managed Print Services offer a modern, intelligent way to manage an often outdated business function. They align your print environment with your broader business goals—whether that’s going greener, working remotely, securing sensitive data, or simply saving money.
So while MPS may not make headlines, its value is quietly growing. And for businesses looking to operate leaner, smarter, and more sustainably, it may just be the missing piece in the digital transformation puzzle.