So, you have decided to optimize your office printing environment to keep up with print orders and declutter your office space from printer supplies. Well, that’s a great decision!

As much as it is overlooked, an unmanaged printing environment can turn any office into a chaotic one, but a managed printing service provider turns that around quickly into a productive office.

Not only for you but also for your entire staff.

However, here’s where things might get a little confusing—choosing the right managed print service that fits your company’s needs.

With the number of managed print service providers, it’s easy to get overwhelmed when deciding which one is the right one for you. But really, it doesn’t have to be.

To make sure you get the right managed print service providers that fits your business, we have decided to make the process easier for you.

In this article, we will take a look at 7 critical things to consider before you sign that managed print service provider.

Let’s get started!

7 Things to consider before choosing managed print service providers

1.      Security Protocol Provided:

The first thing to consider when choosing a managed print service provider is the type of security they provide for your printing system against cybersecurity threats.

Generally, the typical organization’s printing process is always under a serious threat from cyber-attacks and data leaks.

To prevent a company’s information from falling into the wrong hands, an MPS provider must suggest the best ways to fix the security vulnerabilities with print management.

For example, security vulnerabilities like software updates, encryption, and hardware updates can be easily handled by the MPS.

Plus, an MPS provider like Computer Plus Limited becomes a security partner that helps develop a strategic security protocol by implementing a print workflow that ensures data is kept within your network.

It is also important to find a company that can provide you with an audited security report as well as one that is committed to minimizing waste and maximizing sustainability.

2.      The flexibility of the MPS provider:

How flexible is the MPS provider when adapting to your current system? How easy is it for you to adapt to their system without undergoing stress? The best MPS providers to work with are the ones who are the most flexible.

While some MPS providers will require that you get new equipment before you run their software, others will not.

Unless you choose to spend more, the best MPS provider to go with is the one that spares you the extra cost.

3.      Customer Support the Provider Offer:

One critical factor to look out for before choosing a managed print service provider is the type of support they provide to their customers.

If customer support is bad, that’s a good sign to avoid the MPS provider anyway.

A well-managed print service provider should offer support when there’s a problem with your equipment or software.

You want to know that you can get help from a real person when you need it, not just an automated response.

Also, you want to pay attention to how the tech support explains their solution to you. Did they take their time explaining it to you until you understood?

If yes, then that’s a sign of a good tech support system. However, you don’t want to base your judgment on your initial meeting with the support team.

You can go ahead and read reviews online. Listen to what people say about the provider you want to choose.

Choose a service provider who offers 24/7 support so that any issues can be resolved quickly without causing much disruption to business operations.

4.      Years of Experience in Business:

When it comes to choosing managed print service providers, experience is everything. The amount of experience an MPS provider has is often the biggest difference between getting a premium service from a highly-rated MPS provider and another with fewer years of experience.

The expertise of a good Managed Print Service Provider is an important factor when choosing one. Look at the various projects they have undertaken in the past and also find out about their clientele.

Remember that a company with years of experience will be able to provide you with better services than an inexperienced one.

5.      Pricing

Another factor to look out for when choosing an MPS provider is whether they offer their services at affordable prices.

You should also check if they can offer you deals on bundled products or give you any discounts or special offers.

This would help you save money while getting great quality products and services for your business operations.

6.      Type of Agreement Setup:

Before choosing an MPS provider, you must be aware of the managed print agreement with the provider.

A managed print agreement outlines the type of service, cost, and responsibilities of the MPS provider.

This is where you get to know if you will be getting the best deal from the provider or not.

However, before an agreement is even reached, an MPS provider will first assess your business needs and come up with the best solution tailored to help your business grow. 

7.      Simplification of the work process:

The last thing you need is a complicated work process disrupting the workflow in your organization.

A good MPS provider would provide the best ways to handle inefficient workflows, including running the entire printing process without human intervention.

Your provider should have a simple process for handling your MPS. It should be easy to get an update on your MPS and to see where your money is going.

If the provider you’re choosing doesn’t give you an update, that’s a red flag. You should also be able to easily review your past MPS statements and make changes when you want to.

How can you pick the right MPS Provider for your business?

Now that you know what to look out for before choosing a managed print service provider, let’s help you pick the right MPS provider for your business.

Of course, it’s normal that you have some questions about your business when researching an MPS provider, but sometimes, you have no one to answer them. If you have any questions about MPS, you can speak with our experts at Computer plus limited.

However, here are some additional questions to ask.

1. Can the MPS provide a customized solution that fits your business?

An MPS is capable of providing a customized solution for your business, but that depends on what your business needs.

Here are some customized solutions that the MPS can provide for your business:

• – Helps you budget your printing better.
• – Reduce waste due to printing.
• – Helps you understand your printer better
• – Saves you a lot of wasted office time.

2. Does the MPS improve the security of your printing system?

Security is a big part of your business, so you have to be strict about it. The MPS provider that you have chosen must improve the security protocol of your printing system against viruses and cyber-attacks.

This is so that your important documents don’t get wiped or stolen suddenly.

What the MPS does is access your current security system, identify the potential weaknesses, and come up with the best solution for how you can improve your security.

3. Can MPS integrate with the software you’re currently using in your business?

Don’t forget to ask about the integration of other software. One of the biggest questions when introducing a new piece of software is the issue of integration.

You don’t want to go through the stress of working with software that doesn’t integrate with the other software that you use.

Thankfully, the right MPS should integrate smoothly with your software. After all, it’s not there to disrupt your work process but to improve it.

4. What about the maintenance of your printing system?

Let’s be honest. As a business owner, you know that maintaining a printer is expensive, especially if the problem is not detected on time.

So, go ahead and ask about the frequency of equipment maintenance that will be provided to you.

5.  How does the MPS affect the future development of your business?

Your business is growing, and your MPS should grow along with it. Managed print services are not one-size-fits-all.

There are various solutions under managed print services, and as time goes on, the features available must fit the solution your MPS provides.

Ready To Get Started With Managed Print Service?

Using a managed print service has a lot more advantages than you can think of. Sometimes, it is hard to see how a customized MPS can help your organization until you try it out for yourself.

With this knowledge, we hope that you can make the most of your print technology and save money by outsourcing your print services to a company that has the right amount of experience and expertise to work with your printers.

If you want to get started with a managed print service today, then reach out to our team of experts at Computer Plus Limited.

During a short discovery, we will help you learn how MPS can help you achieve your business goals and the next way forward for you.