Ask These Questions to a Managed Print Service Provider to Choose the Right One for Your Business

June 01, 2023


Entering the realm of Managed Print Services (MPS) can be akin to navigating a labyrinth. The landscape is strewn with numerous providers, each touting their unique selling propositions and promising to revolutionize your business processes. But how does a discerning business owner or manager make an informed choice amongst this multitude of options? The solution lies in asking the right questions to prospective Managed Print Service Providers.

But first, let's take a moment to define Managed Print Services. MPS are services offered by external providers to optimize or manage a company’s document output. The broad features include centralizing management of hardcopy devices such as printers, scanners, copiers, and fax machines.

The importance of MPS cannot be overstated in the current market scenario. As businesses increasingly gravitate towards digital transformation, optimizing print management can significantly reduce expenditure, enhance efficiency, and contribute to environmental sustainability.

Now, let's delve into some critical questions that can help you sift through the MPS providers, and select the one that's just right for your business.

  • What is the depth and breadth of your service offerings?

  • How will you assess my current print environment?

  • What is your strategy for cost reduction?

  • How do you ensure data security?

  • How will you help my business become more sustainable?

  • How do you track and report on service performance?

  • What is your process for ongoing management and optimization?

The answers to these questions will yield valuable insights into the provider's capabilities, methodologies, and alignment with your business needs. However, the relevance of each question may vary based on the idiosyncrasies of your business. For instance, if your business handles sensitive data, then data security might be your prime concern. Or perhaps cost reduction is your key driver for considering MPS. Let these factors guide your question prioritization.

Consider also the Pareto principle - an economic theory that suggests that 80% of consequences come from 20% of the causes. In the context of choosing an MPS provider, identifying the 20% - whether that be cost reduction, sustainability, or data security - that will have the largest impact on your business operations is critical.

The law of diminishing returns might also come into play. Beyond a certain point, the additional benefit derived from each subsequent question might decline. So, focus on those questions that yield the maximum insights pertinent to your unique business context.

Making an informed decision about your MPS provider can drastically alter your business landscape. The right provider can help you navigate the digital transformation journey with ease, ensuring cost savings, enhanced efficiency, and improved sustainability.

Make sure to conduct a thorough due diligence process, ask the right questions, and choose wisely! This will undoubtedly be one of the most significant investments your business makes in its digital future.

Related Questions

What are Managed Print Services?

Managed Print Services (MPS) are services offered by external providers to optimize or manage a company’s document output. This includes managing hardcopy devices such as printers, scanners, copiers, and fax machines.

Why are Managed Print Services important?

As businesses increasingly move towards digital transformation, optimizing print management through MPS can significantly reduce expenditure, enhance efficiency, and contribute to environmental sustainability.

What services should a comprehensive MPS provider offer?

A comprehensive MPS provider should offer services like print management software, workflow solutions, document security, mobile printing, and cloud solutions.

How can an MPS provider ensure data security?

An MPS provider can ensure data security across the print environment by offering features like secure print-release, user authentication, and encrypted scanning.

How can an MPS provider help a business become more sustainable?

An MPS provider can help a business become more sustainable by reducing paper wastage, using energy-efficient devices, or implementing recycling programs for hardware and consumables.

What should I look for in terms of service performance tracking and reporting from an MPS provider?

The MPS provider should offer clear metrics to track device performance, service response times, usage patterns, and cost savings.

What does ongoing management and optimization from an MPS provider entail?

Ongoing management and optimization from an MPS provider should involve a process for continuous management and improvement post-implementation, indicating their commitment to a long-term partnership.

Interested in the Best Managed Print Service Providers?

Discover the many benefits of managed print services by reading more of our blog posts! For an in-depth look at the top providers, check out our rankings of Best Managed Print Service Providers.

Riley Wilson | Sawyer Johnson | Casey Brown