Why Large Offices and MSPs Need a Dedicated IT Print Expert

In today's office environment, printing remains mission-critical and surprisingly costly. If you manage a large office with high print volumes (or run an MSP serving such businesses), overlooking print management can drain time and money in ways you might not realize. The average office employee still prints around 10,000 pages per year​(impactmybiz.com), and all that printing comes with hidden expenses and inefficiencies when not properly managed. From untracked supply costs to staff downtime and security risks, an unmanaged print environment can turn into a silent budget killer. This is where a dedicated IT print expert comes in. In this post, we'll explore the hidden costs of unmanaged printing, the benefits of having a print expert on your team, and why even MSP providers should offer expert managed print services.

The Hidden Costs of Unmanaged Printing

Running a fleet of printers and copiers without dedicated oversight may seem fine day-to-day, but it often masks numerous inefficiencies. Some hidden costs include:

• Uncontrolled Expenses: Organizations can spend up to 3% of their annual revenue on printing​ (totalprintusa.com). Without management, you lose visibility into where that money goes. Wasted paper, unused print jobs, and overspending on toner or ink are common in unmanaged setups​(managedprint.com). Simply put, many businesses pay far more than necessary for print when no one is monitoring usage and costs.
  

• Employee Downtime: Printer outages or lack of toner halt work. If 10 employees spend 15 minutes each week fiddling with paper jams or empty cartridges, that's over 125 hours of lost productivity annually​

  (managedprint.com). Unmanaged printers break down unexpectedly, leading to surprise repair costs and frustrated staff waiting around instead of working.
  

• IT Support Drain: In the absence of a print specialist, who gets the call when a printer acts up? It’s usually the IT helpdesk. In fact, up to 40% of IT helpdesk calls are printer-related issues​(totalprintusa.com). This diverts your IT team from higher-priority projects (like cybersecurity or infrastructure) as they play makeshift printer technician​(managedprint.com).
  

• Security & Compliance Risks: Modern network printers are intelligent devices – and potential entry points for hackers if left unsecured. Unmanaged printers often lack proper security protocols, making them vulnerable to cyberattacks and data breaches​(managedprint.com). For organizations in regulated industries (finance, healthcare, etc.), an unsecured printer can even lead to compliance violations if sensitive data is left exposed​

  (managedprint.com). The average data breach costs $4.35 million in 2023 for SMBs​ (managedprint.com), so a forgotten printer vulnerability is a serious risk.
  

• Excess Waste and Environmental Cost: Without rules or monitoring, printing habits can become wasteful – think single-sided prints, unnecessary color pages, or abandoned print jobs. All that waste not only costs money but also hurts sustainability efforts. Uncoordinated printing leads to higher paper and toner waste, impacting both your budget and the environment (managedprint.com). "Managed print programs often introduce default duplex printing and other eco-friendly settings to curb this waste​." (managedprint.com)

  
  

These hidden costs add up quickly. The good news is that they are avoidable. A dedicated print expert focuses on taming these inefficiencies so your printing infrastructure runs smoothly and cost-effectively.

Key Benefits of a Dedicated IT Print Expert

Bringing in a dedicated IT print expert (either as an in-house specialist or via a managed print services provider) delivers significant advantages for large offices. Here are some of the top benefits:

• Maximum Uptime & Reliability: A print expert keeps your fleet running with proactive maintenance and monitoring, so issues are fixed before they cause downtime. Instead of reactive break-fix, they'll perform regular check-ups, updates, and preventative care. The result is far fewer "printer down" incidents and near 100% availability for users. (For example, proactive toner replenishment ensures you never run out mid-print-job​ (managedprint.com), and maintenance schedules mean no more surprise breakdowns.)
  

• Cost Savings: By analyzing usage patterns and right-sizing your printer fleet, a print expert can dramatically cut costs. In fact, using managed print services can reduce overall print costs by 30–40% on average​

  (totalprintusa.com). Savings come from eliminating unnecessary devices, optimizing toner purchasing, and enforcing cost-saving policies (like routing large jobs to more efficient machines). With an expert eye, you only pay for what you truly need.
  

• Optimized Print Fleet Management: Print specialists ensure you have the right devices in the right places. They might deploy high-volume MFPs (multi-function printers) in areas with heavy use and smaller printers where appropriate, balancing the load so no device is over- or under-utilized. This strategic fleet optimization improves efficiency and prevents those long lines at the printer or underused machines gathering dust​

  (managedprint.com). You get a streamlined fleet that meets your business needs perfectly.
  

• Seamless Workflow Integration: A dedicated print expert will make sure printing and scanning integrate smoothly into your business workflows. That can mean setting up printers to talk with your document management systems, enabling mobile printing for on-the-go employees, or configuring one-touch scan-to-cloud functions. They often develop better document workflows, including digitization where possible​ (impactmybiz.com). The end result is that your team can print, copy, or scan with minimal friction — and digital documents flow to the right places without manual hiccups. This alignment of print technology with your processes boosts overall productivity.
  

• Improved Security & Compliance: With a print expert at the helm, your printers won't be the weak link in your IT security. They will implement robust print security protocols​ (managedprint.com) such as user authentication (so sensitive prints only release when the right person is at the device), data encryption, and regular firmware updates to patch vulnerabilities. Your print environment will comply with any industry regulations (like HIPAA, GDPR) for handling information. Secure print management means confidential documents don't end up in the wrong hands or sitting unclaimed on output trays. In short, a print expert safeguards sensitive information and closes the loopholes that an unmanaged printer fleet might open​(managedprint.com).
  

• Reduced Waste & Sustainability: An expert can significantly curb paper and toner waste. Through training and policies (like default double-sided printing and pull-to-print systems that nix unneeded jobs), they ensure more intentional printing. This not only lowers costs but also supports your organization's green initiatives. Managed print setups often come with energy-efficient devices and duplex printing by default to cut waste​

  (managedprint.com), shrinking your environmental footprint.
  

In essence, a dedicated IT print expert transforms printing from a headache into a well-oiled part of your IT operation. You get the uptime, cost control, efficiency, and security that core IT systems enjoy, but applied to your printers and copiers.

Real-World Impact: Proactive Print Management in Action

What do these benefits look like in practice? Companies that embrace proactive print management see noticeable improvements in day-to-day operations. Some real-world impacts include:

• Minimized Downtime: With continuous monitoring and preventative maintenance, businesses often achieve dramatically reduced printer downtime. Toner and parts are replaced before they fail, and technicians address emerging issues during off-hours. Many organizations enjoy near-99% print fleet uptime thanks to these measures – meaning employees almost never have to wait around or hunt for a working printer. As one example analysis showed, just 15 minutes of weekly printer fuss per employee can equal 125 hours lost yearly​ (managedprint.com), so eliminating those delays has a direct productivity payback.
  

• Optimized Deployment & Workflow: After bringing in managed print experts, companies frequently consolidate and deploy devices more intelligently. For instance, replacing a patchwork of desktop printers with a few centrally located MFPs can maintain convenience while slashing supply costs. One managed print provider notes they place devices in optimal locations for maximum efficiency as a standard practice​

  (managedprint.com). The outcome is faster turnaround for print jobs and better alignment with how teams work – no more overburdened hallway printer or employees trekking across the building for a simple printout. Every printer is strategically placed and configured to support the workflow around it.
  

• Enhanced Security Posture: Proactive print management also means tightened security controls on all printers. Companies report that after implementing secure print solutions (with badge release, audit logs, and updated firmware), the risk of sensitive data leakage or unauthorized access drops to near zero. In an age of data breaches, closing the printer security gap provides enormous peace of mind. Instead of an open backdoor, your printers become as secure as any other IT endpoint​ (managedprint.com). For regulated businesses, this proactive stance also avoids costly compliance fines that could result from improper handling of printed data.
  

• Predictable Costs & Less Waste: Finally, businesses see their printing costs stabilize and often decrease. With an expert managing supplies and usage, gone are the surprise bulk orders of toner or emergency repair bills. All expenses are tracked and often rolled into a single predictable monthly charge. Inefficient behaviors (like printing every email) fade away, cutting monthly page volumes significantly. The detailed reporting from managed print services lets organizations spot trends and continually optimize​

  (managedprint.com). Many companies also notice a cultural shift toward mindful printing – less paper in the trash and a smaller environmental footprint – once a print expert sets up proper guidelines.
  

These outcomes underscore a simple truth: when printing is managed proactively, it supports the business rather than interrupting it. It's a far cry from the old days of constant printer chaos.

MSPs Benefit Too: Offering Managed Print Services

For Managed Service Providers (MSPs) who handle IT for clients, having print expertise on board is just as crucial. In fact, offering managed print services can be a strategic win for MSPs. Here's why:

• An Added Revenue Stream: By including managed print in your service portfolio, you tap into a new recurring revenue source. Companies spend heavily on printing, and they’re willing to pay for help managing it. Many MSPs find that managed print contracts boost their monthly revenue while delivering clear value to clients. There are many pros to offering print services as an MSP – additional steady income being one of the most obvious​ (printpartner.biz).
  

• Stronger Client Relationships: When you handle a client's entire IT environment including printers, you become their one-stop-shop for technology needs. This makes your MSP indispensable. You prevent situations where a separate print vendor swoops in (possibly trying to steal the IT business too). By covering print, you protect your client relationships and fend off competitors. It's all about wrapping up more services into one deal for the client, so they have fewer vendors and headaches​ (printpartner.biz).
  

• Expert Support for a Common Pain Point: Let's face it, printers are infamous troublemakers in the IT world. If you're an MSP, you've probably gotten panicked calls like "the printer is down, help!" more times than you can count. With dedicated print expertise, you can confidently handle those situations. In fact, building an in-house print capability means you have a better-equipped team that can function as both MSP and MPS (printpartner.biz). No more shrugging off printer questions or scrambling for answers – your team owns the print environment and can resolve issues swiftly. This leads to happier clients who see that every aspect of their tech is covered.
  

• Workflow and Integration Knowledge: MSPs with print specialists can also advise on workflow improvements as part of their service. You can help clients digitize processes, implement secure print release, and integrate printing with cloud services – going beyond break-fix into true consulting. This elevates your role from just IT support to a business process optimizer, which can deepen client trust and retention.
  

• Leverage Partnerships if Needed: If building print expertise from scratch is daunting, MSPs can partner with managed print providers to deliver this service (many print companies offer MSP partnership programs). For example, collaborating with a provider like VisionCore Systems allows you to offer print management without diverting your own resources, all while still reaping the benefits for your clients. In short, you don't have to do it alone – but you do need to include print in your offerings to stay competitive.
  

In an MSP survey, 23% of MSPs were already offering print services as part of their mix​ (printpartner.biz). The trend is clear: managed print is becoming part of the MSP playbook. By embracing it, you not only gain revenue but also ensure your clients get comprehensive support, including that formerly pesky print room.

Optimize Your Print Environment with VisionCore Systems

Ignoring print management is no longer an option for businesses that value efficiency, cost control, and security. The hidden costs of unmanaged printing – from wasted dollars and downtime to security blind spots – can severely impact your bottom line. The solution is straightforward: engage a dedicated IT print expert to proactively manage and optimize your print fleet.

VisionCore Systems specializes in exactly this. We provide expert IT print management solutions that bring all the benefits described above to your organization. With VisionCore as your dedicated print partner, you gain:

• Proactive maintenance and support to keep your printers running reliably (maximizing uptime).

• Cost-saving strategies to cut down print expenses and eliminate waste, delivering immediate savings and long-term budget predictability.

• Workflow integration and security enhancements, ensuring your print and document workflows are seamless and compliant with all security standards.

• Experienced guidance from our print management professionals who tailor services to your business’s needs, whether you're a large enterprise or an MSP extending print services to your clients.

  
  

Don’t let printing be the overlooked source of trouble in your IT environment. It’s time to turn it into a strength. Contact VisionCore Systems today to learn how our dedicated IT print experts can transform your print environment into a well-managed, efficient, and secure part of your business. Let us help you save costs, boost productivity, and achieve peace of mind with a truly optimized print management approach. Your team – and your budget – will thank you.

(managedprint.com)