How to choose the right Managed Print Services provider

As businesses approach the end of their managed print services contract, it's an ideal opportunity for businesses to evaluate their printing needs and consider their options.

Switching to a new provider can be a daunting task, but it's also an opportunity to optimise printing infrastructure, reduce costs, and improve efficiency across the business.

Here’s some factors to consider when coming to the end of your managed print contract and what to look for in a new provider.

1.    Evaluate your current printing needs

Consider the printing needs across the entire organisation.  This includes determining the how many devices you have, the volume and types of documents that need to be printed, the number of employees who need access to devices, and any special printing requirements (e.g., colour printing, duplex printing, scanning functionality). By understanding your current setup, it maps the way to rationalisation of devices and potential cost savings.

2.    Consider security and compliance

When it comes to printing, security and compliance are essential. Businesses must ensure that sensitive information is protected and that they comply with industry regulations (e.g., HIPAA, GDPR).When evaluating new managed print providers, look for providers that have robust security protocols in place, such as encryption and user authentication.Additionally, providers should be knowledgeable about industry regulations and be able to help you stay compliant. Certifications such as Cyber Essentials are proven accreditations to look out for that ensure you partner with a supplier that make security a priority.

3.    Look for cost savings

One of the main reasons businesses look to switch to managed print services is to save money. Look for providers that offer cost-saving measures, such as automating supplies ordering, consolidating devices, and implementing print policies. A new MPS partner should be able to provide you with a clear understanding of how their services will save money over time.  An initial print audit before any recommendations will give you a clear roadmap of potential savings and what impact any changes will have to your print infrastructure.

4.    Assess Service Level Agreements

Service level agreements (SLAs) are a crucial part of any managed print services contract. SLAs outline the provider's responsibilities, response times, and performance metrics. Carefully review their SLAs to ensure they meet your needs. Providers should be able to provide clear and concise SLAs that meet tour business's printing needs and provide the necessary support over the lifetime of the agreement.

5.    Evaluate provider expertise

Potential MPS partners should have experience working with businesses of similar size and industry and have a deep understanding of the latest printing technologies and trends.  Ask them for case studies and any current clients that you can speak to directly to get first hand feedback of their experience working alongside them.  Additionally, providers should offer you a tailored solution that meets your unique printing needs, addresses your challenges and business goals.  It should never be an out of the box solution.

6.    Consider service and support levels

Providers should offer reliable and responsive support, including troubleshooting and issue resolution. Ask if they have specific solutions in place to continual monitor the print network and alert you to any issues.  Automated toner and supplies should be in place as and when you need them.  Additionally, providers should be able to provide ongoing training and support to you optimise your printing infrastructure and improve efficiency. Essentially, there should be a structure in place to ensure continual improvement of your MPS over the lifetime of the agreement.

Contact our team today to arrange your free, no obligation print assessment. One of our specialists will review your current printing costs and provide recommendations on where potential savings could be made.‍