Despite the rapid shift toward digital workflows, printing remains a critical part of daily operations for many organizations. From invoices and contracts to customer communications and compliance documents, businesses still rely on efficient print environments. The question is: should you manage printers internally, or partner with a Managed Print Services (MPS) provider?
Understanding the advantages and disadvantages of each approach can help businesses make a more informed decision and maximize both productivity and profitability.
What Are Managed Print Services?
Managed Print Services (MPS) is a comprehensive solution in which a third-party provider manages your entire print environment. This typically includes device monitoring, maintenance, toner replenishment, repairs, usage reporting, security, and fleet optimization.
Studies show that organizations implementing MPS often reduce print-related expenses by 20%–50%, with many achieving significant savings within the first year of deployment. [gitnux.org], [go-dts.com]
The Pros of Owning a Printer In-House
For some organizations, managing printers internally can still make sense.
- Complete Control
Businesses have full ownership of their equipment and can make decisions regarding maintenance schedules, upgrades, and print policies without relying on a third party.
- No Long-Term Service Contracts
Organizations that print infrequently may prefer to avoid recurring service agreements and only pay for supplies and repairs as needed.
- Suitable for Small Print Volumes
For very small offices with minimal printing requirements, owning and managing a single printer may be a cost-effective option.
The Cons of Owning a Printer In-House
While ownership offers flexibility, it can also create hidden costs and operational challenges.
- Higher Total Cost of Ownership
Many businesses only account for hardware and toner costs, overlooking expenses such as maintenance, IT support, employee downtime, and energy consumption. Research suggests that printing can account for as much as 1%–3% of a company’s annual revenue. [go-dts.com], [1800office…utions.com], [limitless-…gazine.com]
- Increased IT Burden
Printer issues often fall on internal IT teams, diverting valuable resources away from strategic projects. Troubleshooting devices, installing drivers, and addressing connectivity issues can become a significant drain on productivity.
- Supply Management Challenges
Running out of toner, ordering the wrong supplies, or maintaining excess inventory can create unnecessary costs and disruptions.
- Limited Visibility
Without monitoring tools and reporting capabilities, many organizations have little insight into print usage, costs, or waste.
The Pros of Managed Print Services
For businesses looking to streamline operations and gain greater visibility into their printing environment, MPS offers several compelling benefits.
- Lower Costs
One of the primary reasons companies adopt MPS is cost reduction. Industry research indicates that MPS implementations frequently reduce print costs by 20%–50% through device consolidation, automated supply management, and usage optimization. [gitnux.org], [go-dts.com]
- Proactive Maintenance
Rather than waiting for a printer to fail, MPS providers monitor devices remotely and address issues before they disrupt business operations.
- Improved Security
Modern printers are connected endpoints that require the same level of security as other network devices. Many MPS programs include user authentication, secure print release, encryption, and compliance-focused workflows to help protect sensitive information. [gitnux.org], [mydoceo.com]
- Enhanced Productivity
Employees spend less time dealing with printer issues, while IT teams are freed from routine print management tasks.
- Sustainability Benefits
MPS providers often help organizations reduce paper consumption, energy usage, and waste through optimized workflows and device utilization. Some studies report reductions in paper usage of up to 50% after MPS implementation. [gitnux.org]
The Cons of Managed Print Services
While MPS offers significant advantages, there are a few considerations.
- Monthly service fees may not be ideal for businesses with extremely low print volumes.
- Service agreements may involve contract terms that require careful review.
- Businesses relinquish some direct control over day-to-day printer management.
However, for most organizations with multiple users, locations, or high print volumes, the operational and financial benefits often outweigh these concerns.
Which Option Is Right for Your Business?
If your organization prints only occasionally and has minimal support requirements, managing a printer in-house may be sufficient. However, businesses that struggle with print-related costs, downtime, security concerns, or inefficient workflows often find that Managed Print Services deliver substantial long-term value.
The right decision ultimately depends on your print volume, growth objectives, compliance requirements, and internal IT resources.
How Stratix Systems Can Help
At Stratix Systems, we help organizations take control of their print environments through customized Managed Print Services solutions. Our team works closely with clients to assess existing print infrastructure, identify opportunities for improvement, and implement cost-saving strategies that enhance productivity and security.
From proactive maintenance and automated supply fulfillment to fleet optimization and advanced reporting, Stratix Systems provides the expertise and support businesses need to reduce costs and improve operational efficiency. Whether you’re considering a fully managed solution or looking to optimize your current print environment, our specialists can help you develop a strategy tailored to your organization’s unique needs. Go to Printing Systems – Stratix Systems | Managed IT and Technology Systems to learn more.
Ready to discover how much your business could save? Contact Stratix Systems today for a comprehensive print assessment and learn how Managed Print Services can transform your workplace.
About Stratix Systems
Stratix Systems is one of the region’s leading technology solutions partners – Managed IT Services, Cybersecurity, Imaging and Document Management. With a history that spans over 50 years. With more than 150 IT professionals, and offices in Wyomissing, Bethlehem, King of Prussia and York (Pennsylvania), as well as Manasquan, New Jersey and Newark, Delaware- it’s no wonder why Stratix Systems is the partner of choice for over 8,000 client organizations throughout Pennsylvania, New Jersey and Delaware.