Most small and medium-sized businesses (SMBs) overlook a surprisingly expensive part of their day-to-day operations—the office printer. Although printing expenses might seem minor compared to other operational costs, inefficient printing habits and a lack of oversight can quietly erode your profits.
Think of your printer as more than just an office staple—it’s a piece of your business infrastructure that, when managed poorly, can become a money pit. That single office printer or multifunction device likely costs more to operate than you realize, once you factor in toner, paper, repairs, electricity, and employee time spent dealing with printing hiccups. And if you’ve grown your business over time without reevaluating your print setup, chances are you’re now working with a system that’s outdated, inefficient, and tough to manage.
The good news? This is one area where making a few smart changes can yield big results. That’s where Managed Print Services come in. MPS is not just about managing your printers—it’s about transforming your printing approach into something more cost-effective, environmentally conscious, and aligned with your actual business needs.
In this post, we'll guide you through:
Let's face it, most businesses don't really know exactly how much they print or what it truly costs. If you haven't recently audited your printing activities, there's likely a lot of waste hiding in plain sight. Regular assessments give you a clear picture of actual usage and help spot inefficiencies quickly.
Managed Print Services providers, like Standley Systems, offer easy-to-read reports that pinpoint areas of overuse or waste. Often, simple adjustments—like double-sided printing or reducing color prints—can lead to immediate savings.
Even more valuable is the insight these reports offer into organizational behavior. Are certain departments printing far more than others? Are color printers being used when black-and-white would suffice? Are employees using office printers for personal use? Having this data in hand allows decision-makers to act with confidence and implement thoughtful changes that can scale across the organization.
We've all done it: printed an email or document "just in case," only to see it discarded later. Such unnecessary prints add significantly to your costs.
Common unnecessary print jobs include:
With MPS analytics, you're not just guessing—you're working with hard data that shows where the waste is happening. These analytics can reveal who is printing what, when, and how often, allowing you to pinpoint inefficient habits with precision.
Here are some simple but effective changes that reduce unnecessary printing:
By eliminating even a small percentage of wasteful print jobs, businesses can realize large annual savings.
Ink, toner, and paper might seem like small-ticket items, but when you tally them over time—and across multiple devices and employees—they become a significant line item. Add to this the often chaotic approach businesses take to managing inventory, and you’ve got a recipe for both overspending and downtime.
Hidden costs of unmanaged consumables include:
With Managed Print Services, businesses gain:
Some MPS providers also offer quarterly usage reviews, which allow businesses to track patterns and adjust purchasing plans. This not only keeps budgets on target but also frees up staff time that would otherwise be spent managing supplies.
Printer repairs and maintenance can be a major pain point—both logistically and financially. If you're relying on an outdated printer fleet or ad hoc repair services, you're likely spending more than you need to.
Benefits of MPS-managed maintenance include:
Without MPS, repairs tend to be reactive and inconsistent, often leading to extended downtime. With a managed approach, however, equipment performance is constantly monitored, service visits are predictable, and the total cost of ownership drops.
Furthermore, by consolidating printer models and standardizing your fleet, your business can reduce training requirements and streamline troubleshooting processes, leading to even more time and cost savings.
Sustainability is becoming a core focus for many businesses—not just because it's good for the planet, but because it's good for the bottom line. If your office is still running older models of printers and copiers, you're likely paying far more in energy bills than necessary.
Modern energy-efficient printers offer:
In addition to the direct savings, adopting greener equipment also enhances your company’s image. Customers, clients, and partners increasingly value businesses that make environmentally responsible choices.
An MPS provider can conduct a comprehensive assessment of your current hardware and recommend replacements that will not only perform better but consume less energy and last longer. They can also assist with recycling old equipment responsibly.
Optimizing your printing environment is not merely about trimming minor expenses—it's a strategic approach to improving your overall business efficiency and financial health. Managed Print Services offer comprehensive solutions addressing every aspect of your printing costs.
By partnering with an MPS provider, you'll benefit from:
Start uncovering hidden savings with a print audit from Standley Systems. You might be surprised at how much you can save and how simple it is to start.
Reach out today and let us help you optimize your print setup.