According to OKI SA, due to the large amount of companies offering Managed Print Service (MPS) packages selecting one ideally suited for your organisation may prove to be a challenging task.
There are five main points of consideration for your organisation before selecting a Managed Print Service Provider.
1. Clarify Your Organisation’s Situation:
A Managed Print Service Provider will fully employ their services after performing a thorough print audit to assess the output from your current copy/print devices, including: environmental impact assessments and a month’s worth of data provided by the printer, copier and scanner machines which are currently used by your organisation; providing your organisation with a detailed report on your current situation and proposing a strategy to maintain or improve the cost sustainability of your organisation. A Managed Print Service provider worth considering will suggest a ‘balanced development’ that considers your needs for document security, convenience and guaranteed quality.
2. The secret is in the Software:
Once Managed Print Services are employed, your organisation will never need to order a toner again. Your printing devices will incorporate software configured to alert your provider when a technical problem or routine service is necessary. A technician will call you before you are aware of the ‘problem’.
3. Protect Your Balance Sheet from Unpleasant Surprises:
One of the greatest Managed Print Service advantages is simplified billing. Irrespective of the duration of your Managed Print Service agreement with your chosen provider, your organisation can expect one regular invoice with all print/copy/imaging costs, servicing and toner costs into one combined fixed price.
4. Be the Boss and Take Control:
An effective Managed Print Service Provider delivers devices integrated with specialist software which at the most basic level monitor and report on activity and output. If a more complex setting is necessary, default settings and user authentication technologies can be assigned to control the print output and minimise waste.
5. Read the Fine Print:
The reality is that some unethical print/copy providers are distributing second hand, refurbished devices and remanufactured toner cartridges as new toners. Ensure that before your enter into the partnership you are fully aware of exactly what you are getting from your Managed Print Service Provider. Also ensure that you understand what your Managed Print Service provider will require if you decide to exit your agreement before the maturing date, resulting in financial penalties.