What is Managed Print, and How Does It Work?
In a digitally connected business world, many companies still rely heavily on printing for daily operations—whether it’s contracts, invoices, reports, or marketing materials. But managing multiple printers, tracking supply usage, handling maintenance, and controlling costs can be time-consuming and inefficient. That’s where Managed Print Services (MPS) come in.
If you’ve ever asked, “What is managed print, and how does it work?”, you’re not alone. This comprehensive guide breaks down what managed print means, how it operates, and why it can be a game-changer for small businesses, large corporations, schools, medical facilities, and more.
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What is Managed Print?
Managed Print Services (MPS) refers to the outsourcing of a business’s document output and printing infrastructure management to a third-party provider. Rather than buying printers, toners, and handling maintenance internally, you contract with a professional provider who monitors, supports, and optimises your entire print environment.
This service typically includes:
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Printer fleet assessment and deployment
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Proactive monitoring and maintenance
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Automated toner supply management
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Print usage reporting and analytics
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Support and repair services
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Security and workflow solutions
The goal is simple: reduce costs, increase efficiency, and free up your team from printer-related hassles.
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How Does Managed Print Work? A Step-by-Step Overview
Managed Print is a structured, ongoing service. Here’s how the process typically works:
1. Assessment and Audit
The provider begins with a comprehensive audit of your current print infrastructure. This includes:
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Number and type of printers and copiers
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Print volume and frequency
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Toner and paper usage
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Current costs and maintenance history
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User behaviour and workflow patterns
This detailed insight is used to identify inefficiencies, redundancies, and opportunities for optimisation.
2. Strategy and Customisation
Based on the audit, the MPS provider recommends a tailored print management strategy. This may involve:
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Consolidating underused devices
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Upgrading to more efficient hardware
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Installing multifunction printers (MFPs)
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Creating print rules (e.g., default to duplex or black-and-white)
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Assigning access levels to users or departments
The aim is to right-size your fleet and ensure that every device adds value to your workflow.
3. Implementation and Setup
After you approve the strategy, the provider installs or reconfigures devices as needed. During this stage, they will:
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Install monitoring software on each device
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Configure access permissions
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Set up automatic toner ordering systems
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Train staff on how to use the new equipment effectively
You now have a fully integrated, optimised print environment tailored to your business needs.
4. Monitoring and Maintenance
Once the MPS is live, the provider continuously monitors:
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Print activity
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Device health
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Supply levels
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Downtime or error alerts
This proactive approach ensures devices are maintained before issues occur. Technicians are dispatched automatically when needed, and toner is delivered before it runs out—without your team lifting a finger.
5. Reporting and Optimisation
A key feature of MPS is print analytics. Businesses receive regular reports that highlight:
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Print volume per user or department
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High-usage trends
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Supply consumption
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Cost breakdowns
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Environmental impact (paper and energy savings)
Armed with this data, you can make informed decisions to further reduce print-related costs and improve sustainability.
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Key Features of a Managed Print Service
A high-quality MPS typically includes:
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Feature |
Benefit |
|---|---|
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Remote Monitoring |
Detects issues before they disrupt operations |
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Automatic Toner Replenishment |
Eliminates manual ordering and inventory headaches |
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Print Policy Enforcement |
Controls over colour use, paper size, print limits |
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Secure Printing |
PIN or badge-based printing to protect sensitive data |
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Cloud Printing Integration |
Enables mobile and remote printing for hybrid teams |
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On-Site Support |
Fast technician response when hardware issues arise |
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What Are the Benefits of Managed Print Services?
Whether you’re running a small business or managing IT for a large enterprise, the advantages of managed print are substantial:
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Cost Control and Predictability
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Reduces wasted paper and toner
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Lowers energy usage through efficient devices
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Predictable monthly billing (no surprise costs)
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Time and Resource Savings
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No more staff time spent ordering supplies or calling for repairs
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Your IT team can focus on strategic tasks, not printer issues
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Improved Productivity
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Faster printing
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Fewer errors and breakdowns
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Streamlined print workflows
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Enhanced Document Security
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Secure printing options prevent unauthorised access to documents
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Helps meet compliance requirements for industries like finance, law, and healthcare
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Environmental Sustainability
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Reduced paper usage via print rules
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Energy-efficient hardware
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Recycling of cartridges and e-waste
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Who Should Use Managed Print Services?
MPS can benefit nearly every industry, but it’s particularly useful for:
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Healthcare Providers
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Print patient files, prescriptions, and reports securely and quickly
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Educational Institutions
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Manage print quotas for students and staff, reduce excess usage
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Legal Firms
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Handle high-volume document output with confidentiality
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Construction and Engineering
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Produce large-format blueprints and technical drawings efficiently
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Corporate Offices
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Standardise and centralise print management across departments or branches
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Printcom: Perth’s Trusted Managed Print Services Provider
If you’re a business based in Perth or greater Western Australia, Printcom is a local leader in tailored Managed Print Services. With over 30 years of experience in the print and IT space, Printcom offers:
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Comprehensive print audits
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Deployment of leading brands like Brother, Kyocera, HP, Epson, Canon
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Customised printer and copier solutions
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Proactive servicing and maintenance
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Secure, cloud-based, and mobile-friendly print systems
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Real-time usage monitoring and cost reporting
From small businesses to multi-site organisations, Printcom helps reduce costs, improve efficiency, and take the hassle out of printing.
📍 Address: 53 Railway Parade, Mount Lawley WA
📞 Phone: (08) 6270 5500
🌐 Website: www.printcom.com.au
📧 Email: sales@printcom.com.au
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Conclusion: Is Managed Print Right for You?
If your business prints regularly, manages multiple devices, or struggles with unpredictable costs and maintenance delays, Managed Print Services could transform your document processes. From cost savings and convenience to security and sustainability, the benefits of MPS are clear.
Choosing a trusted partner like Printcom ensures your print infrastructure works for you—not against you. With a proactive, data-driven approach, MPS helps modern businesses simplify operations and stay competitive in a digital-first world.
Tags:
#WhatIsManagedPrint #ManagedPrintServices #PrintcomPerth #BusinessPrintingSolutions #OfficePrintingPerth #CostEffectivePrinting #MPSBenefits #SecurePrinting #PrintFleetManagement #PerthPrinters #PrintMonitoring #MultifunctionPrinters #EcoFriendlyOfficeSolutions #ReducePrintingCosts
