IT, Print

The Process of Selecting Managed Print Services

Managed print services aren’t a one-size-fits-all service. In fact, there are various options available. This means your company gets to choose options that fit your needs, ensuring you get the best service for the price. But many organizations don’t fully understand how to make these decisions on their own. To help you understand the selection process, here is an overview of the most common steps.

Provider Assessment

The first step in designing your custom managed print solution is a provider assessment. The service company gathers information about your current infrastructure in the beginning. This determines which equipment will work with the resources you already have in place.

Next, the provider reviews your printing needs. Often, this begins with an analysis of your current needs. Observation of your daily print activities is one step. Additionally, reports from the equipment you have in place are gathered. They also help determine how many of your devices are actually in use and whether they are justified based on their volume of use.

Finally, your goals are thoroughly discussed. This allows the provider to understand any needs you have that aren’t met or represented by your system.

Managed Print Plan

After the assessment, you’ll receive a plan outlining your new solution. Often, this involves a significant reduction in devices as many businesses underutilize their equipment. This typically results in cost savings almost immediately, as fewer devices mean fewer equipment leases. The approach is generally referred to as “right-sizing.” It involves installing only the devices you actually need instead of running on operational assumptions.

Once approved, the installation of your equipment is scheduled. The service provider arranges for delivery and any steps required to add the devices to your network. In most cases, the employees responsible for any onsite support, such as primary contacts for technical issues, are given an overview of the operation of the equipment as well as contact information for technical support representatives from the service provider itself.

Maintenance and Upgrade Schedules

The final stage includes discussions and agreements for maintenance and upgrade schedules. Some maintenance is performed on a timed basis. In those cases, information is provided outlining those needs and how the provider will cover them. For usage-based maintenance, you’ll get instruction on any reporting procedures and how maintenance is associated with usage milestones.

Your agreements also include information regarding your lease and equipment upgrade schedules. Typically, equipment can be traded out for newer models whenever a lease finishes. However, you also have the ability to include additional upgrade options should your company require them to support operations.

Costs and Billing

Along with your operational agreements, you receive an overview of the associated costs and billing procedures. Typically, you’ll find choosing a managed print service provider is highly cost effective. Additionally, planning for the expenses is simplified, making budgeting easier to manage.

Each manage print service is customized to meet the needs of each business. That means you don’t have to pay for equipment you don’t need or services you won’t use just because it is part of a one-size-fits-all package. And that means you get exactly what you need at a price you can afford.