When evaluating quotes between Managed Print Services (MPS) providers, it’s always good to know upfront what exactly is included. Knowing the differences in advance between provider offerings, could prevent unfortunate surprises after you sign an agreement that locks you into a contract.
1. Will They Conduct a Needs Assessment?
A fresh, outside perspective is often what many businesses need to optimize their print fleet. Because even if you think that your current devices are serving you well, there might be better ways to optimize your print fleet while saving money and time AND simultaneously increasing employee productivity.
You could conduct your own needs assessment, but a better bet would be to enlist the assistance of an experienced MPS provider. They will know the correct questions to ask and have knowledge of the latest advances in office business technology.
2. Buy, Lease or Rent Your Devices?
If you know it’s time for a change, you might be wondering whether it’s best to buy, lease or rent a copier or printer. For optimum efficiency and long-term ROI, it’s often best to consider leasing your devices. Leasing office equipment provides flexibility and also offers a fixed monthly or quarterly price.
Your leasing experience may differ between MPS competitors as many use a third party lender to service leases.
3. Service Expectations
When your printer breaks, you want to know who to call, when to expect them to arrive and what service will be like when they are onsite fixing the problem. That’s the basics of a service call.
4. Toner or Ink Supply Procedures
Toner or ink cartridges are often included in a MPS agreement. Be sure to know what the procedure will be to receive your supplies.
Just-in-time toner or ink replenishment is also an option. MPS can monitor levels remotely and send a replacement cartridge when estimated to be 20 days away from being empty. This ensures you’ll have the correct cartridges on hand, when you need them and won’t need to waste space on a printer supply closet filled with cartridges that could become obsolete before you have a chance to use them.
5. Device Security and Management Options
It’s always good to have options. A MPS provider will typically go over their standard device security set-up measures (like changing the manufacturer default admin password), the security features built into the device and optional security features you may wish to add (such as locking paper trays, Follow Me printing or other secure fleet mobilization tools).
6. Usage Reports and Account Review Cycles
Data is power, that’s why it’s important to know when and how your print fleet is being used. There are lots of great technological tool options available to add to your MPS agreement that will track printer usage and what your printer users are doing. This data can be used to control your print costs, identify problematic usage trends or bill back printing costs on a departmental or even individual level.
7. Billing Options
Having a MPS agreement means you’ll be able to more easily track hardware costs and make them predictable. This way, you’ll know how much you spend each month, for easier budgeting.
At Folo Tech, you’ll have options on how your billing will be set-up. Small business or large organization, we work with companies of all sizes with billing options to fit their specific needs.
Working with a Managed Print Services Provider
Relying on the expertise of a Managed Print Services provider, like Folo Tech, can assist you in streamlining your print fleet. And we’re got the tips and tricks to share with you to make sure your printing and copying projects run smoothly.
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