In theory, the Managed Print Service (MPS) equation is simple.
Track print usage on a per-user basis and encourage efficient use of print resources to save your organization money. In return, pay a fixed rate to your Managed Print Services provider.
But there is more to it than that.
Implementing a cost-saving document workflow solution that fits your business’ unique needs requires an uncommon degree of professionalism. Simply replacing your toner and ink cartridges once a month will not do it.
To control document costs and improve print efficiency, you must make the right choice when choosing a Managed Print Services provider.
Choosing a Managed Print Services Provider for Value and Service
The potential cost savings may be enough to get you interested in managed print services. However, choosing a provider requires looking at more than just your print budget. Place priority on local providers that can quickly and professionally respond to service calls and offer the following 6 elements:
1. In-Depth Print Analysis
When it comes to choosing a Managed Print Services provider, it all starts with the free print analysis. A comprehensive, in-depth analysis provides the data your vendor needs to develop a customized solution that generates value for your business.
Ask your vendor what type of data they gather during this process and how they plan on using it to develop a plan for increasing business office equipment efficiency. It takes comprehensive data gathering to create a complete plan for managing your print fleet.
2. A Proven Track Record
Ask about previous customers. Can they provide you with reliable testimonials from other businesses? Find out what people say about your potential Managed Print Services vendor before you sign a contract – reputation is key in the managed print industry.
You may find that while a particular vendor talks the talk, it consistently fails to generate real value for its customers. It may be more interested in ripping and replacing your print fleet with its own devices and less engaged in helping you actually use those devices to your maximum benefit.
3. Demonstrated Success Improving Document Workflow
A secondary part of the track record question is how the vendor plans on improving document workflows in your company.
Remember that Managed Print Services encompass more than just your print fleet. This can and should be a comprehensive solution to controlling document costs. This approach can take any number of forms.
For instance, you may have a key interest in choosing a provider that can transition key processes to paperless workflows. If you can save by printing less, your Managed Print Services provider should say so and help you achieve that goal.
4. Integration with Cloud Applications
Does your print fleet support cloud printing? One of the major advances to take place in the print industry in the past few years is the ability to remotely access, edit, and print documents from cloud storage platforms. This empowers remote employees and reduces the strain on in-house IT equipment.
Ask your vendor if it supports cloud printing, and if so, what equipment it uses and which cloud storage platforms the equipment is compatible with. Be sure to verify this with the cloud service provider.
For instance, Google offers a complete list of the thousands of printers its Cloud Print service works with – are yours in that list?
Today’s network-enabled printers represent a key cybersecurity vulnerability. If you have not yet included your print fleet in your cybersecurity policy, the time to do so is now.
Fortunately, an MPS vendor can take care of cybersecurity concerns for you. Choosing a provider that offers comprehensive security solutions such as printer hard drive encryption, routine firmware verification, and regular print security assessments can help protect sensitive data against interior and exterior threats.
6. Feedback and Review
Does your Managed Print Services provider have a system for reviewing and improving its services in place? Managed print is not a set-and-forget affair. It needs to be adjusted and fine-tuned over time to generate savings well into the future. Continual improvement helps develop future-proof processes you can rely on to grow as your business does.
Which One Best Fits Your Needs?
Choosing an MPS provider with the equipment, knowledge, and experience needed to generate value can be an important step towards eliminating printer waste and inefficiency in your office. Ask the hard questions about how it plans on helping you achieve your goals and select the one best-prepared to meet your needs.
Looking for a professional local print service provider that can add value to your document workflow processes? Talk to one of our experts today.