Managed Print Services (MPS) have become a go-to solution for businesses looking to cut costs, improve security, and streamline print operations. But after implementing MPS, how do you know it’s truly paying off? The answer lies in measuring Return on Investment (ROI) effectively.
In this guide, we’ll explore the key metrics, best practices, and tools you can use to quantify your MPS ROI and make data-driven decisions.
Why Measuring MPS ROI Matters
Without clear measurement, it’s easy to lose track of whether your MPS program is achieving its goals. A well-structured ROI analysis helps you:
-
Justify the investment to stakeholders or leadership.
-
Identify hidden cost savings and areas for improvement.
-
Prove efficiency gains in workflows and productivity.
-
Optimize your contract with your MPS provider over time.
Step 1: Establish a Baseline
Before you measure ROI, you need to know where you started. Key baseline data includes:
-
Monthly print volumes (pages printed, copied, scanned).
-
Printer fleet inventory (types, models, and locations).
-
Current costs (toner, maintenance, paper, energy usage).
-
IT help desk tickets related to printing issues.
This baseline creates a benchmark to compare against after MPS implementation.
Step 2: Track Key Metrics
Here are the most important KPIs to measure ROI:
1. Cost Savings
Compare your pre-MPS spending to post-MPS spending. This should include consumables, service calls, equipment leases, and energy costs.
2. Print Volume Reduction
MPS often reduces unnecessary printing through rules-based printing and user authentication. A lower page count translates into direct cost savings.
3. Device Consolidation
Track how many printers, copiers, and MFPs were removed or replaced with more efficient models—this lowers maintenance and energy costs.
4. IT Productivity
Measure reductions in printer-related support tickets and time spent troubleshooting by IT staff.
5. User Productivity
Look at improvements in uptime, fewer delays due to paper jams or toner outages, and the adoption of secure mobile printing.
Step 3: Calculate ROI
The standard formula for ROI is:
ROI (%) = [(Total Benefits – Total Costs) ÷ Total Costs] × 100
For MPS, “benefits” may include:
-
Direct cost savings (toner, paper, energy)
-
Reduced labor costs (IT time, employee downtime)
-
Avoided capital expenditures (new printers, unplanned repairs)
Step 4: Include Qualitative Benefits
Not all ROI is financial. Your report should highlight:
-
Improved document security (secure print release, compliance with regulations).
-
Better sustainability performance (reduced waste, lower carbon footprint).
-
Predictable budgeting through fixed monthly billing.
These factors strengthen your business case even if they’re harder to quantify.
Step 5: Report & Optimize
Once you have data, present it in a clear, visual report for decision-makers. Use charts to show year-over-year trends and highlight areas for further optimization—like introducing more duplex printing or fine-tuning user permissions.
Final Thoughts
Measuring ROI from Managed Print Services isn’t a one-time task—it’s an ongoing process. By tracking costs, volumes, productivity, and security benefits, you’ll have a complete picture of how MPS contributes to your bottom line.
Bottom line: When measured correctly, MPS proves its value by lowering costs, improving efficiency, and freeing up your team to focus on what matters most.
