Business sustainability and resilience are becoming a vital part of every company’s corporate strategy. One area that continues to help organizations regain control over runaway costs and reduce waste is using a Managed Print Services (MPS) provider. How a company conducts its daily workflows is an evolving science, and digital transformation has become vital for companies to remain competitive.

MPS solutions enable organizations to streamline their processes, find new efficiencies, and deploy upgraded technologies. For companies that are considering moving to the MPS model, it is vital that they properly evaluate the service provider before making any final decision.

Five Things to Consider Before Deciding on a Print Management Company

Although more firms are choosing to use MPS as part of their business strategy, not every service provider is equal. Knowing how to assess the prospective company starts with understanding what exactly they offer and how well they are positioned to provide according to the terms of the agreement. Below we discuss the top five considerations when evaluating an MPS Company.

1. Investigate the Expertise and Experience They Bring to the Equation

To narrow down the available options, research the company’s history and what industries they currently serve. Although it may not be necessary that the company has experience within your niche industry, it is essential to know if they have served businesses of at least a similar size and the same technical requirements. Measuring a company’s history and industry experience against competitors will help the organization to only engage with those MPS companies that are capable of serving the business’ needs.

2. Look for Flexible and Scalable Solutions

Choosing the wrong service provider for print management can negatively impact the business. Find out how flexible the firm is or whether they just provide a cookie-cutter solution to all its customers. A quality MPS solution will start with a comprehensive print assessment of the company’s current environment before drawing up any proposal. By starting with a holistic review of current business requirements, the MPS Company can provide a custom solution that ensures the organization is getting what they need and not just what’s available “off-the-shelf.”

3. How Serious Are They about Customer Service

Having an external vendor take care of a small business printing environment can help save time and money, but only if the MPS solution has a solid customer service reputation. Businesses still rely on their print fleet to keep their employees productive, meaning prompt response times and satisfactory resolutions to incidents should be part of the overall assessment. The level of customer service required should be clarified and part of the agreement before signing with a provider.

4. Check for Additional Services and Capabilities

While managing a fleet of print and imaging devices will be the primary goal of moving to an MPS model, it’s also worth checking what else the company can provide. Including business productivity tools and document management solutions can help save additional money by reducing the company’s reliance on paper-based workflows. With an integrated solution that streamlines all document processes, the company can maximize their savings.

5. Ensure They Provide Enhanced Print Security

Printers have turned into sophisticated computers in their own right. When choosing a provider, verify that they include elevated security as hackers now regularly target multifunction devices to gain access to company networks. Modern MPS solutions will monitor all printers remotely and ensure they install the latest security patches as it becomes available. They will also be able to provide additional document security tools like follow-me-printing or pull-to-print, including setting up file encryption for data transmission.

Multiple Benefits of a Quality MPS Solution

While the process may start as a cost-saving measure or reducing wasteful practices, choosing the right supplier will provide additional benefits to the organization. Apart from improved resilience and sustainability, an MPS model can help businesses to soar above the competition with reliable machines, optimized workflows, and the timely delivery of essential consumables.

Additional benefits from an MPS solution include:

  • Reduces the overhead on staff and frees up resources to focus on building the business instead of dealing with faulty equipment.
  • Continuous monitoring of all devices and their production loads will ensure the company can provide the best pricing option for individual machines.
  • Gives owners and line managers insights into their print usage and statistics to make better business decisions in the future.

Why Choose MPS from First Phase Data

Ultimately, any MPS solution should be suited to the company and based on a mutually beneficial relationship between the parties. First Phase Data works with our customers to understand their needs and develop an integrated solution specific to the organization’s document requirements. We can assist teams in finding transparency in their printing costs, recommend cost-saving measures, and deploy efficient devices to reduce the company’s print overheads.

Before deciding on a Managed Print Services provider for your company, speak to First Phase Data, and request a print assessment today.

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