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Managed Print Services: How can you recognize the right service provider?

Managing and maintaining a fleet of printers is undoubtedly a difficult task for any business organization. Installing multiple printers, as and when required, maintaining each of them with great expertise and tracking down all the printing activities that are going on at your organization

Managing and maintaining a fleet of printers is undoubtedly a difficult task for any business organization. Installing multiple printers, as and when required, maintaining each of them with great expertise and tracking down all the printing activities that are going on at your organization – all together it sounds really tedious, and this is why business owners prefer to invest in Managed Print Services these days. This is an advance service that offers multiple benefits including reduced cost and time. Most importantly, it helps improve the efficiency of the business processes and helps enhance the productivity of an organization.

With a reliable and efficient MPS provider, businesses can turn out to be more agile, ensuring better service to their customers. It also helps improve the information security which is extremely essential for a business. However, it’s of great importance to choose the right service provider in order to avail the best possible benefits. If you are planning to invest in managed print services, make sure you know how to find out the most reliable service provider. If you don’t, here are some tips that you must follow –

• Clarify your exact requirements – It’s customary for a genuine service provider to assess your exact business needs on the very first go. They should carry out a print audit in order to evaluate what amount of output is generated from the existing devices. Remember that they might ask for the information of around one month from the current devices. The assessment should include the environmental impact and cost savings. After the assessment is over, they should provide you with a detailed report on the present situation. Most importantly, they should offer you a strategy containing guidelines on how to improve or maintain the costs, sustainability and efficiencies. They should basically study, optimize and govern your requirements accordingly.

• Look for specialized software – An experienced service provider should offer devices that are integrated with specific software. These are also known as customized software. At a basic level, these software monitors the activities and outputs, and prepare reports on the same. It helps in print management, cost management and device management. If your requirements are more advance, you can consider asking for a software that features user authentication technologies and default settings so that you can minimize the waste and control the output. This will also help improve the security of your output.

• Ensure complete maintenance – Once you sign the deal with a MPS provider, you are not supposed to worry about any of the maintenance responsibilities. It’ll be their responsibility to take care of all the printing related tasks. For instance, tasks like checking the availability of toner and ordering for the same as and when required will be performed by them. In fact, they might configure your device in such a way that will automatically notify them as soon as there is any technical problem. The same remains true for the routine service schedules as well.

• Check the products delivered – It’s important to ensure that you get what you pay for. Hence, be sure to check if they are providing you with brand new devices and fresh new toner cartridges. It’s customary for a genuine service provider to do the same on their own. However, it would be great to crosscheck from your end.

These are some of the most important tips that you should positively follow while looking for a managed print services  provider. It’s important to sign the deal with the most reliable service provider as that ensures the profitability for your business.

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Stories by RicohIndia