How To Choose A Managed Print Services Company
Did your business decide to partner with an MPS provider? That's a good decision. With just one step, you can optimize your office printing environment, save money, and boost efficiencies. Next, you need to find a managed print service provider that's right for you.
It can be difficult to determine the best provider, given how each claims to be the best. Moreover, all MPS providers differ from one another. There is no universal solution. That's why your team must do its research before releasing a Request for Proposals (RFP) or signing any MPS contract. Analyze the current print environment at your workplace and determine your priorities.
Among the many reasons businesses choose to work with a managed print service are: to reduce printing costs while enhancing network security or to improve workflow and start integrating document automation tools. If you're not fully sure about your reasons behind choosing an MPS service, that's okay too. The best print management teams will happily conduct a free assessment for companies interested in their services. When it comes to printer-related problems, the results can indicate the best direction to take. The MPS service is also introduced to you during this process. During this time, you should be getting to know the MPS provider better and ensuring they have all you need to begin an exemplary collaboration.
If you're searching for an MPS provider, these are the top four traits you should look for:
1. Aligning Priorities and Strategy
How do their strategy and experience compare to yours?
Rather than simply looking at their resume, ensure that they can support their claims with real-world results if, for instance, you're trying to enhance your secure print and network strategy. It is possible that they would not be a good fit for you.
Additionally, it is important to ask how long their relationships with customers have lasted. A good MPS partner will not only meet and exceed your expectations at first but also remain involved in fulfilling your needs for years to come. As companies evolve, so do their strategies. In what ways has the organization adapted to changing technologies, business expansion, or leadership shifts? A high client turnover can indicate a lack of commitment to long-term relationships.
2. Problem-Solving Experience
It's extremely frustrating to commit to a partner and then have him or her constantly fails to follow through. Choose a print management company that will not abandon you when your printer breaks down. Too many providers will do all they can during your first three months to impress you before getting increasingly distant later. It's for this reason that we recommend you ask for references.
Finding out if your potential MPS has a good reputation requires obtaining past and current client references. Client reviews are readily available from most MPS providers. If possible, you should obtain references from companies that have dealt with the MPS team before. Referrals like this provide an excellent opportunity to find out if the problem was resolved properly and if they still use the company.
Errors can happen to any company, no matter how good. When things go wrong, you need a partner who will make things right. MPS providers who pride themselves on being the best will be happy to provide references of all kinds.
3. A Solid Understanding of Inventory Management
You will never have to worry about print inventory issues again when you partner with an MPS service! After all, your IT department has enough to deal with. We shouldn't put toner cartridge refilling in the list of inventory storage hassles.
Consider an MPS service that will manage your inventory without having to worry about it ever again. By tracking how much ink and paper you use regularly, an MPS provider will keep you on top of the game. To do this, you must maintain an accurate inventory. Providing the right supplies needs to be a priority as well. It could be a tell-tale sign that a potential MPS provider doesn't take inventory management seriously if their supplies are anything older than a few years.
4. Customer Service that is Fast and Reliable
The low level of communication between companies and their clients is frustratingly common despite living in a highly connected world. Managed print providers shouldn't make you feel as though you need to jump through hoops just to reach them. Expect nothing less than the best client communication and stellar customer service. They should have things like regular in-person meetings, unexpected repair requests, and e-mail correspondence regardless of how long you've been partners or how long you've been together. It's important to feel like their priority at all times.
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