How can you ensure your MPS provider meets your print needs?

1 Assess your print needs

Before you sign or renew a MPS contract, you should have a clear understanding of your current and future print needs. This includes the number, type, and location of your printers, the volume and frequency of your print jobs, the security and compliance requirements of your data, and the budget and goals of your print strategy. You can use tools such as print audits, surveys, and analytics to collect and analyze this information and identify areas for improvement.

2 Compare MPS providers

Not all MPS providers are created equal. You should compare different providers based on their experience, reputation, and capabilities in the print market. You should also look for providers that offer flexible and scalable solutions that can adapt to your changing needs and challenges. Some of the key factors to consider are the range and quality of their print devices and software, the level and availability of their support and maintenance services, the transparency and accuracy of their billing and reporting systems, and the sustainability and security of their print practices.

3 Negotiate your MPS contract

Once you have chosen a MPS provider that meets your criteria, you should negotiate a contract that reflects your expectations and protects your interests. You should review the contract terms and conditions carefully and make sure they cover all the aspects of your print needs, such as the scope and duration of the service, the roles and responsibilities of both parties, the service level agreements (SLAs) and key performance indicators (KPIs), the pricing and payment methods, the warranty and liability clauses, and the dispute resolution procedures. You should also seek legal advice if you have any doubts or questions about the contract.

4 Monitor your MPS performance

After you have signed the contract, you should monitor your MPS provider's performance regularly and evaluate their compliance with the SLAs and KPIs. You should also communicate with your provider frequently and provide feedback and suggestions for improvement. You should use tools such as dashboards, reports, and alerts to track and measure your print activity, costs, and savings, and identify any issues or gaps in your print environment. You should also conduct periodic reviews and audits to verify the quality and security of your print output and data.

5 Optimize your print environment

Even if you have a satisfactory MPS provider, you should always look for ways to optimize your print environment and achieve higher efficiency and productivity. You should work with your provider to implement best practices and standards for your print operations, such as reducing paper and energy consumption, automating workflows and processes, enhancing user experience and satisfaction, and integrating print with other IT systems and applications. You should also leverage new technologies and innovations that can improve your print performance and capabilities, such as cloud, mobile, and smart printing.

6 Update your print strategy

Your print needs may change over time due to various factors, such as business growth, market trends, customer demands, or regulatory changes. You should update your print strategy accordingly and align it with your overall IT and business objectives. You should also review your MPS contract and performance periodically and make adjustments or modifications as needed. You should also explore new opportunities and challenges that can enhance your print value and competitiveness, such as digital transformation, data analytics, and customer engagement.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?