Why Managed Print Services Are Becoming a Board-Level Cost Control Strategy

For many organisations, printing still sits quietly in the background - familiar, functional, and rarely questioned. Yet rising costs, increased security risk and growing sustainability pressure mean that a “set and forget” approach to print is becoming an expensive oversight.

This is why Managed Print Services (MPS) are no longer just an IT decision. They are fast becoming a board-level strategy for controlling costs, reducing risk, and improving operational efficiency across the business. Let’s explore why:

The hidden cost of unmanaged print

On the surface, printing often looks inexpensive: a few devices, a service contract, and supplies ordered as needed. In reality, unmanaged print environments are one of the most common sources of hidden operational spend.

Multiple device types, inconsistent contracts, under-used machines, emergency call-outs, wasted consumables and uncontrolled usage all add up. Without clear visibility, businesses often have no accurate picture of what they’re spending or where savings could be made.

Managed Print Services address this by providing complete visibility across the print estate, turning guesswork into data-driven insight.

Strategic control

Traditional print support is reactive. Something breaks, someone logs a call, and productivity stalls until it’s fixed.

MPS flips that model entirely.

Through proactive monitoring, automated supplies management and predictive maintenance, issues are often resolved before users even notice a problem. Devices are right-sized, relocated, or removed altogether based on real usage data.

For leadership teams, this means fewer disruptions, more predictable costs, and print that quietly supports the business instead of interrupting it.

Print data that informs smarter decisions

One of the most overlooked benefits of Managed Print Services is print analytics.

Usage data highlights where printing is essential, where it’s excessive, and where digital alternatives could reduce cost without impacting productivity. Over time, this insight supports better budgeting, more accurate forecasting, and ongoing optimisation rather than one-off cost-cutting exercises.

For boards focused on efficiency and accountability, this level of control is invaluable.

Security and compliance

Printers are networked devices that handle sensitive information, yet they are still frequently overlooked in cybersecurity strategies.

Uncollected print jobs, unsecured devices, and outdated firmware all present genuine risk, particularly in industries with strict data protection and compliance requirements.

Managed Print Services integrate security into the print environment through features such as secure print release, user authentication, encrypted data flows and regular device updates. This transforms printers from a potential vulnerability into a controlled, compliant part of the IT infrastructure.

Sustainability

Sustainability targets are a standing agenda item at board level and print plays a bigger role than many organisations realise.

MPS supports sustainability goals by reducing unnecessary printing, lowering energy consumption, extending device lifecycles, and enabling more responsible use of consumables. Importantly, these improvements are achieved without disrupting day-to-day work, making sustainability practical rather than performative.

The right MPS partner

The success of any Managed Print Services strategy depends on partnership. A provider that understands business operations - not just devices - can align print strategy with wider organisational goals.

Working with industry-leading manufacturers such as Canon and Lexmark, experienced MPS providers like BTS deliver reliable technology alongside expert insight, ongoing optimisation and long-term planning.

This combination of technology and strategy is what elevates print from an operational necessity to a controlled business asset.

 Why the boardroom is paying attention

As organisations continue to scrutinise spend, manage risk and demonstrate environmental responsibility, Managed Print Services tick multiple boxes at once:

Reduced and predictable costs

Improved productivity and uptime

Stronger security and compliance

Measurable sustainability gains 

What was once considered “just printing” is now recognised as a lever for smarter, more resilient operations.

For businesses looking to gain control without compromising performance, Managed Print Services are no longer optional - they’re strategic.

As print continues to evolve into a strategic business function, the right partner makes all the difference. Contact Business Technology Support to explore a smarter, more controlled approach to Managed Print Services.