Managed Print Services: Motivators and Considerations

As printing remains a critical part of many companies’ day-to-day activities, it is crucial that businesses keep their print infrastructure up-and-running to avoid productivity loss and unnecessary downtime. But, oftentimes, the print environment can be a huge cost and productivity drain, with staff time devoted to fixing printing problems, ordering supplies, and gathering meter readings.

With budget restrictions, pre-occupied IT staff, and the need for increased support, it makes sense for businesses and organizations to look for a trusted Managed Print Services (MPS) partner to take on the responsibility of fully managing and maintaining their printing systems.


MPS Motivators

Although cost control remains a top priority, businesses and organizations are also motivated by the need for better document workflow, higher device availability, and improved document security as well.

Here are some of the top drivers for MPS adoption.

  • Reduce Costs (Consumables and Hardware)
  • Improve Tracking of Print Costs
  • Predictable Expenses
  • Simplify Admin and Procurement
  • Improve Document Workflow
  • Single Point of Contact
  • Improve Device Uptime / Availability
  • Reduce IT Burden
  • Enhance Security
  • Seamless Implementation
  • Reduce the Environmental Impact

What to Consider with MPS

Stratix Systems recommends taking the following items into consideration in order to maximize the benefit from an MPS agreement and ensure greater short- and long-term business value.

  • Initial Assessment: How is the existing print environment assessed? What tools / methodology are used and how long will it take?
  • Mixed Environment: Can a blended (device type / manufacturer) print environment be supported?
  • Agreement Inclusions: Does the agreement cover hardware, service, supplies, and support? How easily can the agreement be changed?
  • Supply Ordering: Is a portal available for online supplies ordering? Is supply delivery automated and based on device alerts and remote monitoring?
  • Pricing Structure: Are minimum volumes included, and what are the cost-per-page charges for excess pages? Or, is a no-minimum, pay-per-print approach used?
  • Monitoring and Reporting: How is device usage monitored? Is software installed on-site, or via a remote system or web portal?
  • Service Levels: How quickly will a technician be on-site, and how fast will the problem be fixed? Are loaner / replacement systems available?
  • Accidental Damage: What happens if a device is damaged through an accident?
  • Environment Friendliness: Is there a toner cartridge recycling program, and how is disposal handled for devices at end-of-life?