Selecting a Managed Print Services Provider without the Headache

I can already see some of you shaking your heads, questioning the process of selecting a Managed Print Services (MPS) provider without feeling pain. If you are, then you most likely have experienced transactional, traditional, old school, copier salespeople.

They are more interested in making a sale than they are in understanding your business. There are plenty of them out there. They offer savings on your current contract and promises of a lower payment for an early upgrade. Many even push to provide you with a proposal without taking time to examine the why behind the way you do things today.

Trust is paramount to any relationship. Prior to entering into any vendor/partner agreement, you need to trust the service provider. To establish trust, any credible Managed Print partner will spend time consulting with you and the other stakeholders to capture, analyze, and suggest ways to optimize your print fleet.

They should also provide you with a project plan that addresses: Service, Security, Finances, Sustainability, Business Process Optimization, and a complete Total Cost of Ownership /TCO. Many stop there, but it is critical that your provider share their method of assisting you with change management & communication, along with training.

Some of the things you should look for at the onset of your relationship to avoid any unnecessary headaches are:

• Culture -- Top tier experts will operate with respect, dignity, and appreciation. They will exhibit a true desire to help you.
• Do they share the same goals? If you look for result-driven strategies and focus on the final output, make sure your service provider also operates this way. It should be your goal to optimize the print environment of your organization so that you can improve the employee productivity and ensure better end users experience. Remember that the MPS must have some tangible objectives, with the ultimate objective making the printing experience hassle free.
• Consistent performance — The service provider should design the MPS strategies so you experience consistent improvement in terms of efficiency and effectiveness. Ask how they address the ever evolving business requirements so that you can serve your customers better along with providing you with accurate workflow solutions.
• Assistance with Mobile printing — With the advancement of technology, most organizations have embraced and are using mobile printing. Be sure to look for service providers experienced in mobile printing. They must provide you with smart strategies and services that are aligned with the expectations of your employees and your customers. Mobile printing is a smart practice that allows users to print documents using mobile devices like tablets and smart phones.It is critical that the MPS provider collaborates with users to ensure a smooth and flawless process.
•  Improved productivity — When you partner with an MPS provider, you should expect improved productivity. In addition to offering generalized printing solutions, an MPS provider should help make the printing process more efficient and simpler. They should analyze the information regarding the printers to check if any improvements can be made to the process. Your business most likely has unique requirements and your provider should take the time and understand the nuances.

Managed Print Services is a journey and does not have a hard line. The process should not be difficult and ultimately should take away your headaches, not cause them.