Choosing the right Managed Print Services (MPS) provider can feel like navigating a labyrinth. With countless options out there, it’s crucial to find a partner that aligns with your business needs and goals. In this article, I’m going to shed light on the key factors to consider when selecting an MPS provider.

From understanding your print environment to evaluating the provider’s expertise and service offerings, there’s a lot to unpack. We’ll delve into the intricacies that make a world of difference in optimizing your print management. So, whether you’re a small business or a large corporation, get ready to make an informed decision that could significantly streamline your operations.

Understanding Managed Print Services (MPS)

What Are Managed Print Services?

Managed Print Services, frequently mentioned as MPS, constitute a service offered by external providers to optimize and manage a business’s document output processes. The scope of MPS includes maintaining hardware devices such as scanners and printers, monitoring print volumes, providing necessary supplies and even delivering on-demand print software solutions. The primary goal is to improve operational efficiency, control print-related expenditures and aid in crucial decision-making via comprehensive reporting.

Benefits of MPS for Your Business

MPS, if implemented in your business, provides a plethora of benefits. Firstly, it boosts efficiency by eliminating unnecessary print jobs, rerouting others and preemptively addressing hardware issues before they result in downtime. Secondly, the cost savings are significant. By pinpointing surplus printing expenses, such as unused devices or high-volume personal printers, expenses are curbed. Thirdly, MPS introduces an environment-friendly business approach. It ensures a decline in paper waste, energy usage, and carbon footprint by endorsing two-sided printing or digital workflows optimization. Lastly, it enhances security by safeguarding your print infrastructure. From data encryption to user authentication, an MPS solution takes care of it all, minimizing the risk of data breaches.

Key Factors in Selecting an MPS Provider

Shifting gears, let’s cultivate a more in-depth understanding of the essential elements in choosing your ideal MPS provider.

Assessing Your Print Environment and Needs

Firstly, a critical step in selecting the right MPS provider involves accurately assessing your print environment and needs. Grasping the extent of your print requirements allows for a more tailored approach, optimizing the choice for an MPS provider.

For instance, a restaurant enterprise printing 5,000 menus daily possesses a different set of needs compared to a law firm printing intricate legal documents. This facet clarifies the paramount importance of comprehending the intricate dynamics of your printing environment and needs.

Financial Considerations and Cost Savings

Spelling it out, financial implications can’t be thrown to the wind when deciding on an MPS provider. This pivots on the reality that MPS implementation often results in significant cost savings. This is achieved by reducing unnecessary print jobs, maintaining hardware devices, and monitoring print volumes. Nonetheless, these savings can only be realized if the MPS provider understands allocation and usage of resources in your business.

For example, a firm using 1,000 reams of paper annually might reap maximum cost savings benefits from an MPS provider specializing in reducing paper usage. However, a company printing high-quality images may fare better with a provider that focuses on color management and photo printing efficiency.

Security and Compliance Capabilities

Security and compliance are elements that can’t be compromised. Nowadays, MPS providers also offer solutions for enhancing the security of your print environment. They apply secure printing protocols, encrypt print jobs, and even provide user authentication features. This prevents unauthorized access and protects sensitive information.

Take, for example, a healthcare institution, where maintaining patient confidentiality is crucial. In such instances, an MPS provider with robust security protocols becomes an invaluable asset. Similarly, for a financial company needing to adhere to stringent regulatory standards, an MPS provider with advanced compliance capabilities proves to be indispensable.

Armed with the above insights, you’re set to make a well-informed decision on the ideal MPS provider for your specific needs.

Researching MPS Providers

Proper background research informs intelligent choices. Diving deep into the offerings of prospective Managed Print Services (MPS) providers can save businesses from pitfalls and help them reap benefits down the line. This segment gives insight into how doing your homework can set you on the path to a rewarding MPS partnership.

Reading Reviews and Case Studies

When choosing an MPS provider, reviews and case studies are gold mines. They’re a collection of experiences from other businesses similar to yours, giving you a glimpse of what’s in store. By reading reviews, you’ll get a picture of the provider’s reliability, quality of service, customer service experience, and more.

Case studies, on the other hand, offer examples of how the MPS provider solves particular problems. Seeing the provider’s problem-solving methods and their results in a real-world scenario gives you a realistic idea of their ability to meet your unique needs.

The Importance of Scalability and Flexibility

What works for you today might not work tomorrow. Businesses evolve, and their needs change. Therefore, your MPS provider must be able to adapt. A scalable and flexible solution will grow with your business, accommodating changes without disruption.

A scalable MPS provider can effortlessly handle spikes in demand, ensuring sustained productivity throughout your company’s growth. Likewise, flexible solutions withstand changes in your print environment, like incorporating new devices or adjusting to various print volumes.

Technology and Innovation

In an age where technology is king, businesses cannot afford to lag behind. Look for an MPS provider capable of keeping up with technological advancements and ready to innovate to meet your needs.

For instance, a provider that uses Artificial Intelligence (AI) and Machine Learning (ML) in their solution is a clear indicator of innovation. These cutting-edge technologies can increase efficiency and predictability, anticipatively servicing printers before they fail.

Evaluating a provider’s technological advancements, like their tools, software, and integrated systems, is an excellent way of gauging the provider’s ability to ensure your business stays ahead of the technological curve.

The Selection Process

Subsequent to the initial research stage and assessing MPS provider qualifications, delving into the selection process is critical. This phase inclusively involves setting measurable objectives for MPS implementation, evaluating proposals from potential suppliers, and planning site visits and interaction with providers.

Setting Clear Objectives for MPS Implementation

Firstly, it’s essential to outline clear objectives. These objectives act as navigational reference points during the implementation of Managed Print Services. Recognize the specific pain points in my business. For instance, constantly failing equipment or skyrocketing printing costs can become manageable upon implementing MPS solutions. Secondly, comprehend the business needs that could be met by the provider. Facets such as enhancing document security, improving workflow efficiency or reducing environmental impact may feature in the list of objectives. Ultimately, the objectives guide every step in the selection process, always ensuring alignment to the business’s needs.

Requesting and Evaluating Proposals

Upon setting the markers through clear objectives, start sending out requests for proposals (RFPs) to potential MPS providers. Understand that the quality of responses significantly influences the final selection. A valuable tip is to provide comprehensive details of the enterprise’s print environment and its objectives in the RFP. This approach allows vendors to create customized responses that fit the needs accurately. Notably, never rush while evaluating proposals—compare them on critical parameters such as the total cost of ownership, scalability, technological advancement, and security features. It all becomes a balance between the business needs and the benefits providers bring to the table.

Site Visits and Provider Interactions

Lastly, getting a first-hand impression via site visits and face-to-face interactions forms the final step on the selection staircase. A site visit showcases the tangible elements of a provider’s offerings. Witnessing the technology stack, customer service and operation procedures paints an accurate picture of the provider.

Moreover, personal interaction plays a crucial role in understanding the provider’s team. The values, attitude, work culture, and competence get very much clear, assisting in determining the best fit for my business.

By integrating these steps into the MPL provider selection process, categorical decisions can be made, ensuring a successful MPL implementation.

Making the Decision

Once you’ve done your homework and shortlisted a few capable providers, the challenging part comes—making the decision. This involves a thorough comparison of the capabilities of the shortlisted service providers, understanding how their expertise aligns with your business goals, and considering factors beyond mere costs.

Comparing Shortlisted MPS Providers

After narrowing down your options, it’s time to carefully compare those remaining on the list. Here, a deep dive into various aspects helps, such as provider capability to handle your print environment, responsiveness to service calls, demonstrated success in managing print environments of similar scale, and overall customer service reputation. Consider using a scorecard system to rate each provider on these different aspects. As an instance, YSoft and Canon scored high in customer satisfaction according to a survey conducted by Quocirca in 2020.

Aligning Provider Expertise with Business Goals

Matching your MPS provider’s expertise with your own business targets isn’t just smart – it’s necessary. Ask yourself: Does this provider have experience offering specialized printing solutions? How have they performed with clients having a similar scope or industry? The answers to these questions can shed light on the alignment between your business goals and the provider’s expertise. For example, if you’re in the healthcare industry, an MPS provider like Ricoh, known for its specific expertise in healthcare solutions, might make a good fit.

Considerations Beyond Cost

Contrary to what some may believe, cost should not be the sole determinant when choosing an MPS provider. There are a few other critical points to ponder. Consider the provider’s track-record in cybersecurity and print environment enhancement. Data security is of paramount importance with rising instances of cyber threats. As per a report by ITProPortal, 67% of businesses experienced a print-related data breach in 2019. Also, keep in mind the potential for technological innovation and scalability that the provider can offer as your business scales. Echoing this, Gartner’s report on MPS providers gives HP high marks for innovation and environment sustainability. The right MPS provider thus ticks off more boxes than merely cost-effectiveness.

Implementing Your Chosen MPS Solution

After finalizing the MPS provider following thoughtful consideration and comparison, it’s now time to implement the solution. The process includes two key aspects: Transition and Change Management, and Ongoing Support and Service Levels.

Transition and Change Management

Transitioning to a new pathway often involves complexity and obstacles, particularly when it’s about Managed Print Services. Likewise, effective change management plays a vital role in navigating potential hurdles. An ideal provider brings a well-established transition framework into the equation, ensuring smooth deployment. It includes initial system configuration, installation, and workforce training for seamless operation. For instance, XYZ Corporation offers a comprehensive transition plan including extensive employee training – proving themselves a customer-centric choice among businesses.

Ongoing Support and Service Levels

Beyond the primary transition phase, a provider’s holistic approach towards ongoing support and service levels makes a huge difference in the long run. Ensure the provider brings robust support options, from remote technical assistance to on-site service. Additionally, they need a substantive Service Level Agreement (SLA) that clearly defines metrics like downtime, resolution time, and response time. For example, ABC Inc. stands out with their 24×7 support availability and detailed SLA, making them a preferred MPS partner among multinationals.

Remember, the worst mistake a business can make is ignoring the long-term implications of the MPS solution. Your chosen provider should be equipped to offer an assertive roadmap for not just implementing a solution but also for handling sustained operations efficiently. Integration of a rigorous change management plan, followed by steadfast ongoing support are significant considerations to secure your venture into Managed Print Services.

Conclusion

Choosing the right MPS provider isn’t just about cost. It’s about finding a partner that understands your print environment, has the expertise to align with your business goals, and can offer robust cybersecurity and scalability features. It’s essential to compare providers, not just based on capabilities, but customer satisfaction too. Once you’ve made your choice, a well-planned transition and change management strategy, coupled with ongoing support and a detailed SLA, are key to successful implementation. Remember, a provider’s ability to handle sustained operations efficiently through a rigorous change management plan and steadfast ongoing support can make all the difference. So take your time, do your homework, and choose wisely. Your business depends on it.