Managed Print Services Redefined as Workplace Transformation, Automation, and Security Influence Customer Decisions

October 28, 2025
Cybersecurity, Artificial Intelligence, Security, Managed Print Services, Press Release

Managed Print Services are expanding from device management to deliver broader business value as digitisation momentum grows

London, UK, 28 October 2025: Managed Print Services (MPS) are strengthening their role in workplace digital transformation as organisations seek to digitise more processes and print management challenges evolve, finds Quocirca’s MPS Landscape Study 2025.

Paper documents remain an intrinsic part of multi-stage, converged workflows, and businesses are seeking solutions to improve and accelerate those workflows. As a result, print and scan workflow automation are top print-related priorities for the ITDMs who took part in Quocirca’s research*, followed by greater use of digitisation to reduce print volumes, and security solutions.

Cost and security continue to lead print management challenges, with both increasing in importance compared to last year. However, reducing environmental impact has dropped as a key challenge, from joint top priority last year to sixth place in 2025. This fall particularly pronounced in the US and Germany.

Quocirca CEO Louella Fernandes comments: “Expectations of MPS have transitioned from traditional print management towards advanced information management, data protection, and workflow automation solutions and services that can help organisations accelerate their digitisation strategies. MPS providers must develop a full range of capabilities in-house or identify partners in the broader business automation or information management sector.”

Key report findings also include:

Paper persists: 60% see printing as very important to their business in 2026.

MPS as digital transformation enabler: 89% of ITDMs believe MPS is important to their digital transformation initiatives, with 43% saying it is “very important”.

Scanning is a focus area: Scanning capabilities are the most important service ITDMs want prospective MPS providers to deliver, followed by managed security services and integrated data workflow offerings.

Satisfaction rates are falling: 42% of organisations are very satisfied with their MPS provider, a reduction from 48% in 2024. 42% are open to changing provider at the end of their current contract, and 15% will definitely change.

Planned investment is rising: 71% expect their investment in MPS to increase in the coming year, an increase compared to 48% who said this last year.

Signs of change

IT expertise, cybersecurity expertise, and workflow automation expertise lead supplier selection criteria, and costs are the main reason why ITDMs would consider a change of provider, cited by 47%. However, a small but notable proportion (15%) of respondents said they would change provider in favour of a more innovative provider that offers stronger security and uses AI tools.

Louella comments: “Buyer expectations are increasing. They are seeking more innovative solutions that incorporate new technology and deliver demonstrable business value. At the same time, they are seeking to gain tighter control over costs. Providers must ensure that the solutions in their portfolio offer provable productivity and financial benefits with accessible analytics tools allowing customers to monitor and report on improvements.”

Quocirca’s MPS Landscape includes buyer and supplier recommendations, plus detailed assessments of MPS offerings from: Brother, Canon, Epson, HP, Konica Minolta, Lexmark, Ricoh, Toshiba, and Xerox.

Access a complementary Executive Summary and the full report here

*Quocirca surveyed 400 senior managers responsible for decisions related to managed print services (MPS) in the UK, France, Germany, and the US. This includes 126 interviews across small and medium-sized businesses (SMBs) (250 to 499 employees), 127 across mid-size organisations (500 to 999 employees), and 147 with large enterprises (1,000+ employees). Respondents are drawn from various verticals, including business and professional services, finance, industrials, public sector, and retail. The survey was conducted in August 2025.