Running a business comes with enough challenges, and your technology shouldn’t be one of them. Yet, for many offices, unreliable printers, constant supply orders, and surprise service fees are just part of the daily grind. But it doesn’t have to be that way.
Choosing the right Managed Print Services (MPS) provider is like choosing a business partner—it’s a decision that can impact your operations for years. The right provider keeps your office running smoothly, while the wrong one can leave you dealing with constant headaches and unexpected costs. Most MPS contracts are long-term, so picking a trustworthy provider is crucial.
But with so many providers claiming to be the best, how do you know which one is right for your office? Not all MPS providers are created equal, so let’s break down what you should consider to ensure you choose one that genuinely supports your business.
What is MPS?
Managed Print Services (MPS) is a solution designed to take the hassle out of managing your office’s printing environment. Instead of dealing with the headaches of maintaining printers, ordering supplies, and troubleshooting issues, an MPS provider handles it all for you. This means automated toner deliveries, proactive maintenance, secure printing options, and expert support whenever you need it. With the right MPS provider, you can save time, control costs, and ensure your devices are always running smoothly.
Here are some questions to ask when making a decision.
1. Understand Your Office’s Printing Needs
Before you start comparing providers, take a hard look at what your office actually needs. Are you spending too much on toner? Constantly dealing with printer downtime? Looking for better security for sensitive documents?
Make a list of current challenges, along with any goals you want your new setup to achieve. For example, maybe you want to reduce printing costs by 20% or improve remote printing services. Having this clarity will not only help you vet providers but also ensure you pick one equipped to meet your unique requirements. Other questions to consider are:
- How many printers and copiers do you have?
- Do you print mostly in color or black and white?
Ask for a print environment assessment. Good providers will take the time to assess your current setup, identify areas for improvement, and recommend solutions that fit your specific needs.
2. Understand The Provider’s Service Offerings
Managed print services go far beyond maintaining printers and delivering supplies. A good provider should offer a suite of services tailored to your needs. These include:
- Automated supply ordering (so you never run out of toner)
- Proactive maintenance to prevent issues before they happen
- Secure printing options to protect sensitive documents
- Usage tracking and reporting for better cost control
- Device monitoring and remote support
Ask for specifics. What tools and technology do they use? Can they customize services for your business? For example, at AD Solutions, we use software like RDS and FM Audit to monitor toner levels in real time and automatically ship replacements when supplies run low.
In general, the more flexibility and innovation a provider can offer, the better.
3. Evaluate Support and Responsiveness
Printer problems always seem to happen at the worst times—right before an important meeting or when a deadline is looming. That’s why responsive support is crucial. Look for a provider that offers:
- Rapid response times for service requests
- A dedicated helpdesk with knowledgeable technicians
- Remote support for quick troubleshooting
- On-site service for more complex issues
Remember, strong customer support can make or break your experience.
4. Ensure Transparent Pricing (No Surprise Fees)
The last thing you want is to be hit with unexpected charges on your service bill. A trustworthy MPS provider will be upfront about pricing and clearly outline:
- What’s included in your service plan (like toner, maintenance, and repairs)
- Any additional charges you might incur (like after-hours support)
- Billing frequency (monthly, quarterly, or annually)
Opt for providers with transparent pricing and no hidden fees. Make sure you understand the full scope of services covered under their contract.
5. Weigh Cost-Effectiveness Over Pricing Alone
While pricing is important, focusing solely on the cheapest option can backfire in the long run. The better approach is to evaluate overall cost-effectiveness. For instance, a slightly more expensive provider that saves you time, reduces printing waste, and prevents breakdowns might deliver a higher return on investment.
Ask providers for an estimate of total cost savings. This might include lower paper and toner usage, fewer IT hours spent on printer management, or reduced equipment downtime.
6. Customized Solutions That Fit Your Office
Not all offices are the same, so why settle for a one-size-fits-all solution? Your MPS provider should take the time to understand your workflow and create a solution tailored to your needs. Whether you have a small office with one multifunction printer or a multi-floor setup with dozens of devices, your provider should be able to scale their services to match your environment.
At AD Solutions, we start with a free print assessment to learn about your unique needs and design a solution that works for you.
7. Evaluate the Provider’s Experience and Reputation
Not all MPS providers are created equal, and experience matters. Look for providers with a proven track record, especially in industries similar to yours. For instance, if you’re in healthcare, you’ll want a provider who understands compliance and security requirements like HIPAA.
It’s also worth checking reviews, case studies, or testimonials. Look for stories about long-term client relationships—that’s often a sign of a reliable partner.
Questions to ask:
- How long has the provider been in business?
- Do they have experience working with companies of your size or industry?
- Can they share client success stories that align with your needs?
8. Consider Scalability and Future Growth
When choosing an MPS provider, think beyond your immediate needs. Can they grow with you? If you’re planning to expand to new locations or scale your operations, a provider with limited capabilities or geographic reach could hold you back.
Ask about scalability options and whether their services can adapt to larger or more complex workflows. A good provider will design a solution that evolves with your business.
9. Prioritize Clear Communication and Partnership
Finally, a good MPS provider isn’t just a vendor; they’re a long-term partner. They should listen to your needs, keep you informed about updates, and regularly review your setup to find new ways to improve efficiency.
Look for someone who values open communication. From the very first meeting, you should feel like they’re invested in understanding and solving your unique challenges.
Final checklist:
- Do they listen actively to your concerns?
- Are they proactive in suggesting improvements?
- Are their proposals clear and easy to understand?
Remember, when choosing your MPS provider, think beyond just saving money–think about the peace of mind you’ll have knowing your printing environment is in good hands. At AD Solutions, we offer reliable, scalable, and secure print management tailored to your business needs.
Want to learn more? Contact us for a free print assessment and see how we can simplify your office printing.
