If you’re researching Managed Print Services (MPS), chances are you already know they exist. What’s less clear is whether they’re worth the investment. For many IT leaders, hesitation doesn’t come from a lack of awareness. It comes from concerns about cost, control, security or the fear of adding complexity to an already full plate.
The truth is a lot of those concerns are rooted in outdated assumptions or incomplete information. Today’s MPS offerings are more flexible, more strategic and more impactful than many organizations realize.
Before you rule MPS in or out, it’s worth taking a closer look at what’s fact and what’s fiction. Below, we’re breaking down five of the most common Managed Print misconceptions — and what you should know instead.
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The Myth: Every MPS program looks the same.
The Reality: This is one of the most common Managed Print misconceptions — and one of the easiest to clear up. A well-designed MPS program is built specifically around your organization’s needs, not pulled off a shelf.
That customization starts with your print environment. An assessment of your existing print fleet will reveal how many devices you have, where they’re located and how your teams use them day to day. From there, your MPS provider can tailor everything from device types and software to firmware management, security settings and reporting tools.
It also extends to service and support. Prefer automated toner shipments? No problem. Need flexible maintenance schedules or leasing options with terms that fit your budget? That’s part of the conversation too.
Key takeaway: Your MPS provider should adapt to your business — not force your business to adapt to them.
The Myth: An MPS provider is an added expense that strains your budget.
The Reality: At first glance, MPS can seem like just another line item. In reality, it’s designed to reduce your overall print spend. Many organizations don’t realize how much they’re currently losing to inefficiencies and gaps in coverage. This can include things like underused devices, inconsistent supply ordering and time spent managing printer issues.
A print assessment often uncovers opportunities to consolidate fleets of single-user devices into fewer, more efficient multifunction printers. This not only lowers hardware and supply costs, it can also free up valuable office space. Plus, MPS introduces predictable monthly billing, which helps eliminate surprise expenses and simplifies budgeting.
Key takeaway: Working with an MPS provider will help you control and reduce cost while improving how your workplace runs.
The Myth: MPS are a commodity, so every provider delivers the same experience.
The Reality: Not all MPS providers take the same approach and that difference can have a major impact on your results. Some providers operate reactively, stepping in only when something breaks. Others, like Gordon Flesch Company (GFC), take a more proactive, data-driven approach.
GFC’s imageCARE+ program is designed to monitor your devices in real time, using data and automation to identify issues before they disrupt your workflow. Instead of simply fixing problems, this approach can help to prevent them. It also provides visibility into your print environment, so you can continuously optimize performance, reduce downtime and make more informed decisions over the course of your contract.
Beyond the technology, it’s about partnership. A strong MPS provider works alongside your team to improve your environment, not just maintain it.
Key takeaway: The right MPS partner doesn’t just support your print environment, they actively enhance it.
The Myth: Bringing in an MPS provider will add complexity and give your IT team more to manage.
The Reality: This is a big concern for IT leaders — and a valid one. The last thing your team needs is another system or vendor to juggle. But in practice, partnering with an MPS provider does the opposite. They remove a surprisingly large burden from IT’s plate.
Think about how much time your team already spends dealing with printer-related issues. Troubleshooting devices, ordering supplies, responding to user complaints. It all adds up quickly. An MPS provider takes ownership of these tasks, often resolving issues before your team even knows there’s a problem.
As an example, GFC had a large healthcare client who believed they needed to hire another IT staff member to keep up with current tasks. After a print assessment and MPS implementation, that hire was no longer necessary.
Key takeaway: MPS reduces IT workload, allowing your team to focus on higher-value, strategic initiatives.
The Myth: Managed Print is just a way to manage printers and toner.
The Reality: This is one of the most limiting Managed Print misconceptions. While device management is part of it, modern MPS programs go far beyond hardware. A strong program looks at how information moves through your organization — both on paper and digitally.
That means optimizing workflows, improving document security and integrating print with your broader IT environment. Features like secure print release, user authentication and detailed usage reporting help protect sensitive information and support compliance efforts. At the same time, document management tools and process automation can reduce manual steps and improve efficiency across departments.
The result isn’t just a better print environment. It’s a smarter, more connected way to handle information.
Key takeaway: MPS programs aren’t just about printers, they’re about improving how your organization works.
It’s clear that many of the biggest concerns around MPS come from outdated assumptions or incomplete information. When you look beyond the Managed Print misconceptions, a different picture emerges. You’ll see where MPS helps reduce costs, ease the burden on IT, strengthen security and create a more efficient, streamlined workplace.
If you’re wondering if MPS could be beneficial for your business, the next step is to get informed. Understanding what MPS includes and how it applies to your environment can make all the difference.
That’s why we created a simple, easy-to-digest resource to help you take the next step. Download your free copy of our “What Is Managed Print?” infographic to see how it all comes together and where your organization could benefit most.
