The world of Managed Print Service Providers (MPSPs) is remarkably intricate. Having ventured through the labyrinth myself, there are a number of enlightening realisations that I wish I had been privy to before embarking on the journey of hiring one. I have distilled these into eleven key insights, which, in retrospect, would have enabled me to navigate this complex terrain with greater efficacy.

• The Breadth of their Role: The role of an MPSP extends far beyond simply overseeing your printers. They are responsible for managing all aspects of your printing operations, which includes everything from the hardware and software, to consumable supplies and maintenance. They essentially serve as outsourced IT departments, capable of managing a wide range of devices including scanners, faxes and copiers.
• Total Cost of Ownership: An important concept to grasp is the Total Cost of Ownership (TCO). This is the complete cost of owning and operating a printer, including direct costs such as purchase price, consumables, service and support, and indirect costs including employee time spent on printer-related tasks. Many businesses, unfortunately, underestimate the true TCO, which can lead to significant over-spending on print-related expenses.
• Demand Analysis: Effective MPSPs conduct an initial demand analysis to evaluate the specific print needs of your organisation. This includes analysing print volumes, document types and device utilisation. The outcome of this analysis forms a blueprint for a tailored print management strategy.
• Security is Pivotal: Printers can pose significant security risks. MPSPs need to address these risks by implementing measures like secure print release, device authentication, and encrypted network communications. If not addressed, sensitive data can be leaked through printed documents, stored data, and network connections.
• The Significance of Vendor Neutrality: A vendor-neutral MPSP is not aligned with any specific hardware or software vendor. This independence enables them to provide unbiased recommendations that are truly in the best interest of your organisation.
• The Environmental Impact: Printers can have a significant impact on the environment, with energy consumption, paper waste, and consumable disposal all playing a part. MPSPs can help to mitigate this impact through strategies such as duplex printing, secure print release, and recycling programs.
• The Cloud Advantage: Cloud-based print management solutions offer several benefits, including reduced infrastructure costs, simplified management, and efficient remote printing. However, it's important to consider potential security risks and ensure that your MPSP has robust measures in place to protect your data.
• The Opportunity for Automation: With the advent of Artificial Intelligence and Machine Learning, there are now opportunities for automation within print management. These technologies can be leveraged to predict consumable needs, schedule maintenance, and even optimise print workflows.
• The Importance of Regular Reviews: It's essential to have regular reviews with your MPSP to monitor performance, address any issues, and identify opportunities for improvement. These reviews also provide an opportunity to reassess your print strategy and make necessary adjustments.
• The Power of Analytics: MPSPs have access to a wealth of data that can provide valuable insights into your print operations. This includes data on print volumes, device utilisation, and user behaviour. These insights can be harnessed to drive continuous improvement and cost savings.
• The Value Proposition: One of the most significant advantages of hiring an MPSP is the value that they bring. Beyond the cost savings, they offer expertise and tools that enable you to optimise your print operations, enhance productivity, and improve document security.

In conclusion, the realm of Managed Print Service Providers is much more nuanced than it initially appears. By understanding these eleven key insights, one can approach the selection and hiring process with greater confidence and discernment.