How to make sure you choose the right Managed Print Services (MPS) provider

Most business decisions that commit you to a partnership for the long-term are worth taking time over. The same applies when you’re looking for a trusted managed print services (MPS) provider.

There are a number of leading MPS suppliers in the Australian market and it can be a challenge deciding which one is the best fit for your business, especially when every provider claims to be the best. Here are some guidelines to help you eliminate the indecision and find the right MPS partner that will serve you well into the future.

How to make sure you choose the right MPS

Why work with an MPS?

It helps to understand how a managed print service provider can benefit your business. After all, many believe it can be done just as well in-house. Here are some ways that outsourcing your print technology to an expert in the field can save you money and lift business productivity.

  • Eliminate the burden on your IT team to manage your print devices, and free them up to focus on higher-value tasks
  • Automatic and regular technology updates to enhance the security and workflow of your print environment
  • On-demand local servicing to eliminate the downtime of your printers
  • Ongoing print optimisation to help save printing costs and boost efficiency
  • Flexible leasing options so you’re not stuck with high costs and outdated technology - only pay for what you need
  • Eliminate upfront capital expenditure on print technology
  • Take advantage of greater purchasing power to get a better price for your printers
  • Automated toner ordering so you’ll never run out
  • Automated reporting so you know exactly how much printing is costing your business

We’re sure you’ll agree that the points above amount to a lot of value to your business.

4 key considerations when seeking an MPS provider

When considering an MPS partner, it’s worth keeping these points top of mind.

1. Continuous optimisation and cost savings

It’s important you find an MPS that will work with you to continuously optimise your print solution and find areas to cut down on costs throughout the life of your agreement. An MPS that conducts regular account reviews will be able to analyse your print volumes, print spend and utilisation of devices to pinpoint areas that need consolidating and optimising.

2. Strong relationships with multiple manufacturers

When an MPS is not tied to one supplier, you are provided with more choice. This vendor independence means they can leverage their increased buying power to find printing devices that fit your budget while delivering exactly what your business needs.

3. Flexibility

A reputable and reliable MPS provider can grow and adapt with your business. Whether you need to scale your services up or down, you need an MPS that can tailor a solution for you. This results in a trusted and beneficial long-term relationship.

4. They are in regular contact with you

It’s important to make sure your MPS is supporting you throughout the life of your relationship. Whether it’s through a high-touch customer service team, a dedicated account manager, or regular communications from the provider, these regular check-ins are the best ways to eliminate downtime and ensure your print equipment is in good working condition. Here at Forum we give you the opportunity to share your opinion through a biannual customer feedback program, as well as supporting you with an account manager and customer relationship manager who are constantly working to ensure your print is just right for you.

How to find out if your MPS provider will consistently deliver

Financial education guru and author, Robert Kyosaki, said: “Talk is cheap … Actions do speak louder than words. Watch what a person does more than what they say.” While many MPS providers may talk a good game, it always pays to ‘trust, but verify’. Here are some pointers on how to validate what a potential supplier is offering.

Ask for testimonials

The easiest way to predict how an MPS provider will work with you is to find out how they have engaged with other clients. So, we recommend asking for case studies and contact details of referees that you can check out independently. Try and find their clients that are in the same, or similar, industry that you’re in. Here at Forum Group we are happy to provide several different customers as referees to showcase our breadth of solutions and services.

Are they good communicators?

The last thing you want is an MPS provider that’s hard to get in touch with. This is especially true if you’re looking for cloud or data solutions that can impact the entire operation of your business if they fail. An MPS provider needs to be a good and regular communicator so they can resolve any sudden issues you might encounter. Finding an MPS with Australian-based call centres and service ensures that you will always have local support and advice. There is nothing worse than being put on hold for hours with an unhelpful overseas call centre.

Can they help you become more efficient?

One of the best ways to answer this question is to see if they provide more than just printing services. This is because there are many other benefits to having a managed print provider, including supporting other business functions through cloud solutions and unified communication systems. Combined, these will help streamline your business processes, minimise business costs and simplify your service contracts.

Do their numbers stack up?

Look for an MPS provider who has been transparent throughout the sales process. This includes providing you with a detailed and accurate analysis of the cost savings you can expect from implementing their recommended printing solutions. At Forum, we often provide a total cost of ownership (TCO) report during our consulting process, so you have a clear understanding of our action plan and where you will save money.

Are they environmentally friendly?

Modern printing has changed markedly over the past few years. For us in the industry, we understand that the demand for printing has decreased and the need for digitisation has increased – along with the move towards less environmentally-harmful products and practices. Your MPS provider should understand and support this transformation – not put up roadblocks. Look for a provider that offers you solutions that help reduce your business’s impact on the planet. You want an MPS that takes sustainability seriously.

The bottom line

Finding the right MPS provider with the knowledge and experience to generate value can help reduce costs, eliminate waste and introduce efficiencies to your office printing. To find the right fit for your business make sure to do your research and ask the right questions – always ensuring a potential provider has a successful and proven track record. Forum Group offers a free TCO report to help you start, or improve, your MPS journey.

Get in touch today to hear more about how Forum Group can help with your MPS.

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