A managed print service (or MPS) is an ideal way to enhance any business' productivity, while simultaneously mitigating printing costs. Here at DDS Print Management, we know how easy it is for a business to overlook pricier print habits and usage while everyone’s busy juggling other business priorities; and that’s exactly why we provide various different managed print service options that can be completely tailored to the particular requirements of your business. To help you keep track of your specific business printing costs, we can even provide you with a managed print agreement that includes equipment financing, ongoing onsite services, and consumables all on one single monthly invoice.
What are Managed Print Services?
Managed print services can offer your business the opportunity to delegate all your printing needs to a proficient third-party provider, entrusting your business requirements to experts ensures that your printer fleet remains fully stocked and in excellent working condition - and any required tech support is only ever a quick phone call away. Depending on what level of support you’d like to sign up for, managed print services may include remote print device monitoring, automated supply monitoring & restocking, help desk service, and on-site support. We can reduce your print usage, optimise your workflow, and spare you employees the time and troubles spent re-ordering supplies and troubleshooting printer problems.
Implementing a dedicated print plan can empower you to cut down print operation costs by up to 28%, while also giving you more control and better time management when it comes to your printing. This newfound freedom will give you more time and energy to direct your focus towards your other business duties, while we take care of the printing.
10 Questions You Should Ask Your Managed Print Services Provider
There are a lot of options out there, both viable and suboptimal - so here are 10 questions you can ask and print service provider to ensure that you’re pairing with an MPS that suits your company’s needs and can give you bang for your buck.
1. Have they worked with businesses similar to yours?
Selecting an MPS provider with a track record of serving businesses similar to yours can be critical in guaranteeing that they can manage the specific needs, challenges, and regulations relevant to your industry. As such, having an MPS provider that is already experienced with businesses similar to yours means they are already across any industry-specific knowledge that they’ll need to know in order to efficiently tailor solutions to your unique business requirements. This expertise may result in a more seamless integration of services and a better understanding of your business needs.
2. Can they improve workflow automation and/or optimise business processes?
Understanding an MPS provider's capability to enhance workflow automation and optimise the printing process is a surefire way to help you mitigate manual intervention and streamline overall productivity. Once you’re assured that your printing is in capable hands, you’ll find that outsourcing your printing duties is a terrific way to reduce bottlenecks, streamline workflows, and lead to an overall efficiency in your business processes.
3. How will they integrate managed print services with your IT structure?
A well-integrated system can enhance data security, simplify management, and improve overall productivity, so it’s important that your MPS is capable of adapting to your existing tech set-up with minimal complications. Knowing the integration process between managed print services and your IT structure will help ensure a seamless connection, allowing efficient print management within your existing technological framework.
4. What is the provider’s approach to printer security?
Prioritising printer security is essential for any business, as cybercriminals can exploit printers to gain access to networks and pilfer sensitive information. Inquiring about the provider's printer security approach ensures that your sensitive data and print infrastructure are safeguarded against potential cyber threats and unauthorised access.
Robust printer security measures (such as data encryption and user authentication) can help safeguard your business from security breaches. So always make sure your selected MPS provider adopts a comprehensive approach to printer security that encompasses data encryption, user authentication, and print job tracking. It’s also a good idea to confirm that your provider has a strong back-up plan just in case a data breach does happen.
5. How do they take a proactive approach to managed print?
roactive and pre-emptive monitoring and maintenance can result in a more reliable and efficient printing environment. While you want to be able to let your MPS do your printing without you having to constantly check in on the process, it’s still wise to ensure that their particular process is going to gel with your own way or running things before you sign on. Understanding a provider's specific approach to their print management duties will help you identify and address anything you’re not happy with before a potential problem escalates. You may also find that you have no issues with the way they’re doing things but having that peace of mind is also worth the quick time it takes to ask a MPS provider to break down their methods for you.
6. How will the MPS provider integrate with your current systems?
Selecting an MPS provider capable of seamless integration with your current systems is crucial for a smooth transition and minimal disruptions to your operations. A smooth integration process can lead to a more seamless adoption of managed print services into your existing workflow, so knowing how your MPS provider will integrate with your current systems helps assess compatibility and the ease of implementation, avoiding potential disruptions during the transition. A good MPS provider’s services should be set-up to effortlessly integrate with any existing application, allowing you to harness the benefits of our print management capabilities without the need to replace your current systems.
7. Will the managed print services provider accurately measure and report cost savings?
It’s a smart idea to check that your MPS provider is going to be able to accurately measure and report cost savings. Such transparent reporting will allow you to make informed decisions based on real cost-saving data, so it’s essential that you’re able to track the impact of the managed print services on your budget and assess their cost-effectiveness at any point in the process.
8. What is the provider’s pricing system?
To ensure you get the best value for your investment, it's vital to comprehend the fees thoroughly before committing to a contract. Clear pricing information ensures that you are aware of the financial implications of the managed print services, so understanding your MPS provider's pricing system helps evaluate the cost structure, and the transparency of the billing process to make an informed decision. It will also help you flag any hidden fees. Keep in mind that the cost of MPS services may fluctuate based on your business's size and specific requirements, and that various providers adopt different pricing models (e.g., monthly fees or per-print billing).
9. How often will your printers receive maintenance services?
Regular maintenance can extend the lifespan of your printers and prevent potential issues from arising. As such, it’s good to know how often an MPS provider performs maintenance services, as it really is vital to keeping the printers in optimal working condition, which is the best way to enhance print quality and minimise downtime.
10. What is the provider’s customer support like?
Selecting an MPS provider with exceptional customer service is critical to knowing that you’ll have a reliable point of contact for assistance, timely issue resolution, and ongoing support throughout your partnership. Responsive and helpful customer support can make a significant difference in your overall experience with the MPS provider, so it’s important that you assess a provider’s customer support capabilities. You should always contact providers directly to ask them what support they can offer during work hours, as well as after hours (including weekends and holidays). Be sure to observe the quality of their answers as well as their response time, and then select the MPS provider that best meets your requirement.
Why Choose DDS?
Our chief goal is to reduce your printing costs and maximise your efficiency. Our comprehensive print management service handles all aspects of business printing, including consumables, the printing devices, routine maintenance, and other repairs as needed. You can read all about the DDS managed print services here, and check out our wide range of affordable but excellent products and services here. After something specific? Don’t be afraid to get in touch with one of our friendly staff members directly by heading over to our contact page here.
