BUT FIRST, LET’S REALLY CLEAR UP WHAT MANAGED PRINT REALLY MEANS

If you’ve ever been frustrated by surprise toner costs, printer downtime, or confusing service contracts, you’ve probably heard about Managed Print Services (MPS). But for many office managers, the term itself sounds like one of those “techy” things that’s hard to pin down. The truth? MPS is really about making your office printing simpler, more predictable, and more cost-effective. Let’s clear up the top five misconceptions so you can see what it’s actually all about.

MPS IS ONLY FOR BIG COMPANIES

Nope. MPS isn’t just for large corporations with fleets of machines. Small and mid-sized offices often see even bigger benefits because they’re the ones juggling too many printers, supply orders, and service calls with limited staff.

As a legitimate MPS provider DRP Solutions can handle all that—automatically ordering toner, scheduling maintenance, and tracking costs—so you don’t have to. It’s like having a “print department” without another person on the payroll.

IT’LL COST MORE THAN WHAT WE DO NOW

Sorry. No again. Most businesses discover it actually saves money. Without MPS, you might be buying toner at retail prices, paying separate repair bills, or replacing machines sooner than necessary. MPS providers track every page printed and help you understand your true cost of ownership—something most offices never calculate on their own. The result is fewer surprises, lower supply costs, and better use of what you already own.

WE’LL LOSE CONTROL OF OUR PRINTERS

No, no, no. You actually gain visbility. An MPS program helps you see where your printing dollars go, which machines are overworked, and who might be printing wastefully. You decide what to do with that insight. Instead of taking control away, MPS makes your printing environment more manageable and transparent.

IT’S JUST ABOUT TONER AND SERVICE CALLS

Toner and maintenance are part of it, but MPS goes further. A good provider looks at your whole print environment—how many devices you have, where they’re placed, and how efficiently they’re being used. They’ll help you right-size your setup and recommend smarter workflows like scan-to-email or digital filing. It’s not just about keeping printers running—it’s about improving how your team handles documents every day.

WE CAN HANDLE THIS OURSELVES

Sure you can, but at a hidden cost. It’s true. Office managers already have enough on their plate—managing people, projects, and vendors. Tracking every print issue and supply order eats up time that could be spent elsewhere.

MPS takes that off your list, giving you one predictable monthly invoice and one point of contact. It’s a simpler, smarter way to keep your office running smoothly.

Questions to Ask A POTENTIAL MPS Provider

How will you track and show me the savings you promise?

It’s easy for a provider to say you’ll save money—but harder to prove it. Ask what tools or reports they use to measure costs before and after implementation. A credible MPS partner should provide transparent data on toner use, service calls, and total print volume so you can see the results, not just hear about them.

What happens when one of our printers breaks down or runs out of toner?

You’re not buying machines—you’re buying reliability. Find out how fast their service response is, whether toner replenishment is automated, and if support is handled locally or outsourced. The best providers prevent downtime through proactive monitoring, not just reactive repairs.

How will you help us reduce waste and improve security?

Modern MPS isn’t only about saving money—it’s about efficiency and control. Ask how they manage print rules (like duplexing or user authentication), how they secure confidential prints, and whether they can help digitize workflows to reduce unnecessary printing.

A LITTLE HISTORY FOR YOUR INFO

The term “Managed Print Services” (MPS) originated in the late 1990s and early 2000s as office equipment manufacturers and IT service providers began shifting from selling printers and copiers to offering ongoing management and optimization of a company’s entire print environment. Prior to that, manufacturers offered maintenance agreements that covered toner, parts and labor. These agreements were device-focused.

READY TO SIMPLIFY YOUR OFFICE PRINTING?

If you’re curious about what Managed Print Services could do for your office, start with a quick, no-obligation assessment. We’ll review your current setup, identify where you might be overspending, and show you how an MPS plan can make your printing predictable and stress-free. It’s the easiest way to take control of your office printing—without adding to your to-do list. CALL 631.873.4560