How to Conduct a Print Review: Save Money, Improve Security & Boost Productivity
- john99681
- Aug 1
- 3 min read
In today’s hybrid and fast-paced working world, printing is often overlooked — until something goes wrong. Whether it’s mounting costs, inefficient workflows, or security risks, an unmanaged print environment can quietly drain resources and hold your business back.
That’s where a print review comes in. At MPS UK, we work with businesses across the UK to help them take control of their print infrastructure, uncover hidden inefficiencies, and implement smarter, more cost-effective solutions.
Here’s how a print review works — and why it’s one of the simplest and most impactful steps you can take towards greater efficiency.
What Is a Print Review?
A print review is a structured assessment of your current print setup, usage, and document workflows. It provides clear visibility over how your printers, copiers and multifunction devices are being used — and how they could be improved.
Whether you’re a small business or managing multiple sites, a print review gives you the insights needed to:
Reduce unnecessary printing costs
Streamline your fleet of devices
Strengthen document security
Improve user productivity
Support your sustainability goals
Modern office printer optimised for efficient printing
Why Conducting a Print Review Matters
Many organisations still operate with outdated or underutilised print equipment, excessive paper usage, or uncontrolled costs — often without even realising it.
A professional print review helps identify:
Devices that are no longer cost-effective
Print volumes by department or team
Hidden costs (energy, toner, admin time)
Security risks related to document handling
Workflow inefficiencies
Armed with this information, you can make informed decisions about upgrading, consolidating, or introducing Managed Print Services (MPS) and Managed Document Solutions (MDS) to take control of your print environment.
Printer control panel showing active print jobs
What’s Included in an MPS UK Print Review?
Here’s what we typically assess during a review:
1. Device Audit
We inspect all on-site print devices — including make, model, age, function, and usage level. This helps pinpoint which machines are working too hard (or not at all) and whether newer, more efficient models would save money.
2. Print Volumes & Usage
We track how much your business prints, which departments use the most resources, and where savings can be made. This often highlights areas for print policy improvements — such as reducing unnecessary colour printing or enabling double-sided printing by default.
3. Cost Breakdown
We calculate your total cost of ownership, including consumables, maintenance, energy usage, and staff time spent managing the print environment. This often reveals hidden costs and opportunities for savings.
4. Security & Compliance
We evaluate how documents are accessed, printed and stored — looking for risks such as unclaimed printouts, lack of user authentication, or insecure devices. This is especially important for GDPR compliance and protecting sensitive data.
5. Workflow & Document Management
We assess how documents are moved around your organisation — whether they’re printed, scanned, emailed or filed digitally. This helps identify opportunities to digitise workflows, reduce paper reliance and improve collaboration.
Technician performing maintenance on office printer
What Happens Next?
After the review, we provide you with a tailored report and clear recommendations. This might include:
Replacing or upgrading ageing printers
Introducing secure print release and user authentication
Installing monitoring software to track usage and control costs
Implementing digital document workflows
Reducing environmental impact through more sustainable print practices
If you choose to move forward with MPS UK, we’ll take care of everything — from installation and training to ongoing support and supply management.
The Benefits: Real-World Results
Businesses who’ve worked with MPS UK for a print review and implemented Managed Print Services typically:
Save up to 30% on print-related costs
Strengthen security and GDPR compliance
Increase team productivity with streamlined workflows
Cut down on paper and toner waste by up to 50%
And all with full visibility, predictable budgeting, and local support you can trust.
Book Your Print Review with MPS UK
A print review is a simple, no-obligation step that could lead to big savings and improved performance across your organisation.
Whether you're looking to reduce costs, improve data security, or modernise your document handling, we’re here to help.
Contact us today to book your complimentary print review and take the first step towards printing smarter.
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