For many organizations, printing is taken for granted as something that just works until it doesn’t. But in 2026, that mindset is becoming increasingly risky. Hybrid work, rising costs, and evolving security threats have transformed the print environment into a critical part of IT and operations strategy. That’s why managed print services (MPS) matter now more than ever.
Managed print services go far beyond fixing printers or ordering toner. They deliver centralized print environment management, stronger security, predictable costs, and smarter workflows that align with how today’s businesses actually operate.
Print environment management has become more complex
Hybrid and remote work have permanently changed how and where employees print. Documents are now sent from home offices, shared workspaces, mobile devices, and cloud applications. Without centralized oversight, organizations face inconsistent user experiences, unsecured devices, and inefficient workflows. MPS for business brings structure to this complexity by unifying devices, users, and policies under one managed framework.
Security and compliance requirements have grown stronger
Printers are no longer simple output devices. Instead, they’re network-connected endpoints and one of the fastest-growing cybersecurity attack vectors. From intercepted print jobs to compromised firmware, unsecured devices can expose sensitive data. As Zero Trust security models become standard and compliance frameworks like HIPAA and SOC 2 tighten, print security services are no longer optional. Managed print services help enforce access control, encryption, and monitoring across the entire fleet.
Rising costs demand better print oversight
Supply chain volatility and increasing equipment and consumable costs are forcing organizations to rethink how they budget for print. Without visibility, printing expenses creep up through excessive color usage, redundant devices, and emergency supply orders. Cost-saving print solutions built into MPS deliver predictable monthly expenses and data-driven insights that help leaders make smarter decisions.
The four core benefits of managed print services
Organizations choosing managed print services gain a distinct edge by addressing today’s unique business challenges. Here are four key benefits that make MPS an essential part of a modern IT strategy:
1. Greater organization and workflow efficiency
MPS improves productivity by streamlining how documents move through your organization. Features like follow me printing or secure print release reduce abandoned print jobs and clutter. Employees can print securely from any location, supporting hybrid work without sacrificing control. Advanced workflow automation print tools route documents automatically, reduce manual handling, and integrate with digital processes to save time while improving consistency.
2. Stronger security and compliance protection
Security is one of the most compelling benefits of managed print services. Modern MPS hardens devices through firmware updates, access controls, and network segmentation. Secure print release ensures documents aren’t left unattended, while encrypted print paths protect data in transit. These measures support compliance with HIPAA, SOC 2, and Zero Trust requirements while reducing the risk of breaches tied to unmanaged devices.
3. More predictable printing costs
With MPS, organizations gain full visibility into print usage. Analytics dashboards reveal who is printing, what they’re printing, and where waste occurs. Automated print policies control color usage, enforce duplex printing, and guide jobs to the most cost-efficient devices. Fleet optimization and device consolidation eliminate redundancy, delivering long-term savings and stable, predictable budgeting.
4. Proactive maintenance and automated supply management
Gone are the days of surprise outages and last-minute toner orders. Managed print services can leverage AI-driven monitoring to predict failures before they happen. Automated alerts and proactive printing service reduce downtime, while just-in-time supply replenishment ensures toner arrives exactly when needed. The result is higher uptime, fewer disruptions, and less administrative burden on internal teams.
Read more about this managed print service success story: Case Study of Silver Spring Foods | EO Johnson
What to look for in a modern managed print services provider
Not all MPS providers offer the same level of sophistication. A modern partner should deliver:
- Fleet monitoring and predictive analytics: anticipate issues and optimize performance
- Security expertise and compliance readiness: including Zero Trust alignment
- Multi-brand and multi-device integration: enabling vendor consolidation
- Strategic guidance: helping your organization continuously optimize print rather than simply maintain devices
The right provider treats print as part of your broader IT and business strategy instead of an isolated function.
FAQs for managed print services
In a rapidly evolving workplace, managed print services aren’t just relevant, they’re essential. Now is the time to bring your print strategy in line with modern business realities.
Why partner with EO Johnson for managed print services?
EO Johnson brings decades of experience managing complex print environments across industries. Our approach combines automated supplies, smart security, and proactive monitoring to deliver measurable results. More importantly, our team focuses on service, strategy, and long-term partnership - not just equipment placement. We help organizations adapt their print strategy to modern demands while preparing for what’s next.
Ready to transform your print environment? Contact EO Johnson today to discover how our managed print services can drive efficiency and cost savings for your organization.
