Successful businesses are built from strong, profitable partnerships.
In any area, your choice of vendor has a dramatic impact on your cost, operations, and overall efficiency. Given the millions of dollars companies spend on paper each year, it only makes sense to select a managed print services (MPS) partner who understands your needs and can truly optimize your printing ecosystem.
As MPS becomes an increasingly popular option for businesses seeking a competitive edge, let’s break down key considerations for selecting the best-fit managed print solutions partner for your company.
What Are Managed Print Services?
Managed print services (MPS) are offerings that assess, streamline, and manage an organization’s print fleet, including printing devices and accessories, usability, and data security. The goal is to optimize printing usage, lower ongoing costs, improve productivity, and reduce the risk of data security issues.
When it comes to MPS, one size certainly doesn’t fit all. Different organizations have various sizes, organizational structures, data access needs, and regulatory requirements—all of which a good partner would need to deeply understand.
If printing equipment is so important, why not keep the management of it in-house? The task of maintaining printing, coping, and imaging devices is time consuming and expensive. In fact, companies can save up to 30% by outsourcing managed print services.
With a range of services offered under the umbrella of managed print services, it’s critical to consider your business type, industry, integration needs, current printer fleet, and more as you search for an MPS partner that will enhance and grow with your operations.
The Importance of Identifying Current Business Needs
The costs associated with poorly managed printing can stack up fast. One recent study estimated that as much as 3% of a company’s annual revenue is eaten up by printing expenses. If you factor in hidden costs, this percentage can increase significantly.
Assessing current printing needs and anticipating future growth is crucial for any organization seeking a managed print partner. This proactive approach ensures that the chosen partner can tailor solutions to match the organization's requirements both now and in the future.
SymQuest excels in assisting organizations with these assessments through comprehensive consultations and assessments:
- Consultative Approach: SymQuest takes the time to understand the unique requirements and challenges of each client through in-depth consultations. This collaborative process ensures that the proposed solutions align closely with the organization's goals and objectives.
- Needs Analysis: SymQuest conducts thorough assessments of current printing infrastructure, workflows, and usage patterns to identify areas for improvement and optimization. This analysis forms the basis for developing customized managed print solutions.
- Future-Proof Solutions: Leveraging industry expertise and technological insights, SymQuest helps clients anticipate future printing needs and implements solutions that are scalable and adaptable. While solutions like mobility printing or cloud printing may not be required at contract onset, it’s important to look ahead at the potential future needs of the organization and select a partner that can meet needs now and moving forward.
- Continuous Support and Optimization: Beyond initial assessments and implementations, SymQuest provides ongoing support and optimization services to ensure that printing solutions remain aligned with evolving business needs. This commitment to continuous improvement maximizes the value delivered to clients over time.
7 Factors to Consider When Evaluating a MPS Partner
Not all managed print providers are created equal. Finding the best fit MSP partner requires considering key factors based on their offerings and your specific business needs.
1. Experience and Reputation
Experience with MPS, and experience with your business type and within your industry is key. Ask for references, evaluate their history working with other companies, and research their reputation in your industry and beyond. Are their previous clients satisfied with the services provided? Did the MPS solutions deliver as contracted?
2. Range of Services
Managed Print Services refer to a suite of services. Consider what your organization needs and see if your proposed partner offers them, like device management, proactive maintenance, supply management, and more.
3. Customization Options
In order to optimize time and money, MPS solutions need to be customized to your organization’s needs. Ask your potential MPS partner what tools they use to evaluate your current printing, scanning, and document management costs. Inquire how analytics will be used to make decisions about best solutions at contract initiation and throughout the partnership.
4. Advanced Integration Capabilities
It’s important that the introduction of MPS services enhances your existing IT infrastructure. Gauge whether your potential MPS partner can integrate their services into your existing workflow and evaluate compatibility.
5. Customer Service and Support
Beyond assessment and setup, how will a prospective MPS partner service your organization on an ongoing basis? When problems arise, how does the partner address them, and on what timeline?
6. Scalability
Will your prospective MPS partner be able to grow as your business grows? Consider your future needs and evaluate whether the MPS partner will be able to adapt to accommodate your requirements for potential growth.
7. Sustainability
If sustainability is important to your business, the MPS partner you select should also value these efforts. Beyond printing and scanning, understand a potential MPS partner’s ability to leverage cloud services and efforts to reduce overall printing and enhance overall efficiency through things like recycling and waste reduction.
Choosing the Best MPS Partner for Your Business
The beauty of managed print solutions is that they come in many forms and can be tailored to your business needs. From robust print security and customization to sustainability and scalability, a strategic managed print services partnership will be a springboard for your business operations and a relief for your bottom line.
Interested in what SymQuest might be able to do for you? Print environment assessments, workflow assessments, and print monitoring–we can do it all. Talk to a Managed Print Services specialist to get started today.
