Managed Print Services: Cut Business Printing Costs by 40% | Complete Guide

Every day across the UK, thousands of businesses turn on their printers without giving a second thought to what it’s actually costing them. The truth? Printing typically accounts for 1-3% of a company’s annual turnover—a figure that surprises most business owners when they finally see it calculated.

And what’s even more shocking is that according to Gartner, 90% of companies don’t track their printing costs accurately. That’s money bleeding from your business, pound by pound, print by print.

Managed Print Services (MPS) is the solution that’s helping smart UK businesses cut these costs—often by as much as 40%. But what is MPS and could it work for your business? Let’s get started.

What is Managed Print Services?

Managed Print Services is a full service where a third party takes control of your print environment. This includes:

• Assessment of your current print infrastructure

• Supply of printers and multifunction devices

• Regular maintenance and servicing

• Automated toner and ink replenishment

• Monitoring of usage patterns and costs

• Implementation of print policies and controls

• Technical support and troubleshooting

• End of life device management

Rather than dealing with multiple suppliers, service contracts and the headache of managing print infrastructure yourself, MPS gives you one point of contact for all your printing needs.

Businesses Are Wasting Money on Printing

Before we look at the savings, we need to understand where the waste is:

Unchecked Printing Habits

Without oversight, employees print without thought. A study by the Environmental Protection Agency found that the average office worker prints 10,000 pages a year, with 17% of those never even being collected from the printer!

Inefficient Equipment

Old, energy hungry printers are slow and frustrating and cost you money with every page. Many businesses have a mix of different brands and models, each with their own supplies and service contracts.

Supply Chain Chaos

The "panic buying" of printer supplies when toner runs out leads to emergency purchases at premium prices. Meanwhile stockpiling supplies ties up capital and results in waste when the printers are eventually replaced.

Hidden Costs

IT staff spend hours troubleshooting printer issues instead of working on strategic projects. According to IDC research, printing related issues account for 23% of all IT help desk calls.

How MPS Can Save You up to 40%

The 40% saving isn't a myth - it's been proven time and time again across businesses of all sizes. Here's how it works:

1. Fleet Optimisation

MPS starts with a full assessment of your current print environment. This often reveals an opportunity to reduce the number of devices and strategically place multifunction printers that serve multiple users.

Case Study: Thornton & Sons, a mid sized accounting firm in Manchester, reduced their printer fleet from 32 devices to 17 multifunction printers and cut their hardware maintenance costs by 35%.

2. Print Volume Management

With MPS, sophisticated software monitors printing across your business, so you can:

• Identify high volume users and departments

• Implement print quotas where necessary* Large jobs automatically routed to more cost effective devices

• Default settings for double sided printing and draft mode

3. Supply Chain Efficiency

Instead of ordering supplies when they run out, MPS providers:

• Monitor toner levels

• Dispatch replacements before they run out

• Negotiate bulk discounts

• Eliminate emergency purchases

4. Energy Efficiency

Modern multifunction printers use a lot less energy than older models. The Carbon Trust estimates that energy efficient printing equipment can save up to 30% on electricity costs.

5. Reduced IT Burden

By outsourcing printer management, your IT team can focus on more strategic projects. Quocirca research shows that companies using MPS see a 25-30% reduction in printing related IT support tickets.

6. Print Policy Implementation

Simple policy changes can drive significant savings:

• Default to monochrome instead of colour printing

• Requiring PIN codes for confidential documents

• Routing specific job types to the most economical devices

• Automatically deleting uncollected print jobs

Is MPS Right for Your Business?

While the savings potential is compelling, MPS isn't necessarily the right fit for every business. Consider these questions:

1. Do you have more than 5 printing devices? Smaller businesses with just 1-2 printers may not see dramatic benefits.

2. Is your monthly print volume over 5,000 pages? Higher volume environments typically yield greater savings.

3. Do you currently lack visibility into your printing costs? If you can't immediately state what printing costs your business annually, you likely have an opportunity.

4. Are printing problems causing productivity issues? If employees regularly complain about printer downtime, MPS could deliver significant productivity gains.

5. Is sustainability a priority for your business? MPS providers can help implement eco-friendly printing practices that reduce waste and energy consumption.

Real-World Results: UK Business Case Studies

Medium Enterprise: Blackwood Manufacturing

This Birmingham-based manufacturer with 120 employees was spending approximately £68,000 annually on printing. After implementing MPS:

• Annual costs reduced to £42,500

• 38% overall savings

• Paper consumption decreased by 27%

• IT support calls for printing issues down by 81%

Small Business: Fraser & Co. Solicitors

This London law firm with 23 employees wasn't tracking printing costs at all before MPS implementation. After six months:

• Discovered previous spending of approximately £14,200 annually

• Reduced to £8,950 annually

• 37% overall savings

• Eliminated printer downtime issues

• Enhanced document security for sensitive client information

How to Get Started with MPS

If you're considering MPS for your business, follow these steps:

1. Conduct a Print Audit

Before approaching providers, gather basic information about your current situation:

• How many printing devices do you have?

• What brands and models?

• Approximate monthly print volume

• Current maintenance arrangements

• Typical monthly spend on supplies

2. Define Your Objectives

Are you primarily focused on:

• Cost reduction

• Environmental sustainability

• Enhanced security

• Improved productivity

• Reducing IT burden

3. Research Providers

The UK has numerous reputable MPS providers. Look for:

• Experience with businesses of your size and industry

• Service level agreements that match your needs

• Transparent pricing structures

• Quality of assessment process

4. Implementation Planning

Work with your chosen provider to develop an implementation plan that minimises disruption. The best providers will handle:

• Device installations during off-hours

• Staff training

• Integration with existing systems

• Data migration from old devices

Common Concerns About MPS

"We'll lose control of our printing environment"

Actually, most businesses gain greater control through MPS. The detailed reporting and management tools provide visibility you likely don't currently have.

"It's just another way for printing companies to lock us in"

While long-term contracts are common, the best MPS providers earn your loyalty through ongoing service quality rather than restrictive terms. Look for agreements with clear performance metrics and review periods.

"Our employees will resist the changes"

Change management is a critical component of successful MPS implementation. Good providers include communication strategies and training programmes to ensure buy-in from staff.

Conclusion: The Bottom Line on Managed Print Services

For most medium-sized UK businesses, Managed Print Services offers a compelling opportunity to reduce costs while improving productivity. The 40% savings potential is realistic but depends on your current printing environment and the effectiveness of implementation.

Beyond the financial benefits, MPS delivers:

• Enhanced document security

• Improved sustainability

• Reduced administrative burden

• Greater visibility and control

In today's competitive business environment, every pound saved directly impacts profitability. The question isn't whether you can afford Managed Print Services—it's whether you can afford to continue without it.