Managed Print Services, or MPS, can offer businesses of all sizes better control over their printing infrastructure, lower operating costs, and improved document security. Whether you are a small team with a single multifunction printer or a large organisation with an extensive fleet of devices, the right MPS provider can make a significant difference in efficiency and productivity.
However, choosing a managed print services provider is not as simple as picking the lowest price or the biggest brand. It involves careful consideration of your business needs, existing setup, and long-term goals. From service reliability to print security, this article explores the essential qualities to look for in a trusted MPS partner.
Understanding the Role of a Managed Print Services Provider
A managed print services provider offers a comprehensive solution to oversee, maintain, and optimise your entire print environment. This typically includes printer fleet management, automated supply replenishment, proactive maintenance, usage reporting, and in many cases, document workflow solutions.
Rather than reacting to problems like running out of toner or dealing with breakdowns, an MPS provider works to prevent issues, reduce waste, and free up internal IT resources. Their role is to keep everything running smoothly in the background while providing insight into print usage and cost management.
Before you start comparing providers, it is crucial to have a clear picture of what you are expecting from the partnership. Are you trying to reduce print volume? Improve document security? Eliminate time-consuming supply ordering? Knowing your objectives helps determine which provider is best equipped to meet your needs.
Assessment and Audit Capabilities
A reliable MPS provider should begin the relationship with a detailed print assessment. This involves evaluating your current printer setup, device utilisation, print volumes, and user behaviours. An audit allows the provider to understand where inefficiencies lie and how to design a solution tailored to your organisation.
Look for providers who offer on-site assessments and can identify underused equipment, print bottlenecks, or over-reliance on desktop printers. They should be able to recommend a more streamlined setup that aligns with your usage patterns and growth plans. The audit stage is essential for uncovering hidden costs and opportunities for improvement.
Some providers also use advanced software tools to track print data over a trial period. This helps build a more accurate picture of real-world usage rather than relying solely on estimations. The more detailed the audit, the better the service can be designed around your needs.
Flexible and Scalable Service Options
Business needs rarely remain static. Your managed print services should be able to grow and adapt alongside your company. Whether you are planning to expand your offices, hire more staff, or shift to hybrid working, the provider must offer solutions that can scale without friction.
Flexibility is also important when it comes to equipment choices. Some providers may push their own brand of printers and copiers, while others remain vendor-neutral. A good MPS provider should recommend devices based on performance, value, and suitability, not simply based on sales quotas.
Scalability also includes being able to add or remove devices quickly, deploy mobile printing for remote workers, or adjust service levels based on seasonal demand. The ideal partner will not lock you into a rigid structure but instead offer room to adapt as your business evolves.
Proactive Maintenance and Support
Reactive printer maintenance is frustrating and costly. Downtime can impact productivity, delay workflows, and distract your IT staff from more strategic work. A reliable MPS provider will offer proactive maintenance with remote monitoring, ensuring issues are identified and resolved before they escalate.
Check whether the provider includes remote diagnostics, automatic alerts, and on-site servicing. Some providers even dispatch engineers before users are aware a device is malfunctioning. This level of responsiveness prevents disruption and helps maintain user confidence in the print environment.
Support should also be available across multiple channels including phone, email, and ideally a web portal with service request tracking. Clear SLAs (service level agreements) around response times and resolution times are key. Ask how quickly the provider can get a technician on site and whether they keep critical spare parts readily available.
Automated Supplies Management
One of the most tangible benefits of managed print services is automatic supply replenishment. Running out of toner or paper at a critical time is a common frustration, but an effective MPS system will monitor usage levels and trigger shipments before stock runs low.
The provider should offer just-in-time supply delivery based on actual usage data. This avoids overstocking while ensuring you never run out of essential consumables. Some providers allow you to view upcoming deliveries and supply levels via a customer dashboard, adding visibility and control.
Be sure to ask what brands or types of consumables are used. Are they original manufacturer products or third-party alternatives? Are supplies included in the contract or charged separately? The answers affect cost, compatibility, and quality.
Security and Data Protection
Printers and multifunction devices are often overlooked when it comes to cybersecurity. Yet these devices process sensitive data and can be a weak link in your network if not properly managed. An MPS provider should be able to demonstrate how they secure print data at every stage.
This includes user authentication at the printer, encrypted data transmission, secure print release, and data overwrite on hard drives. Look for providers who comply with standards such as GDPR and ISO 27001 and who conduct regular security audits.
Some services also offer pull printing or “follow-me” printing, which holds jobs in a secure queue until the user authenticates at the device. This not only boosts security but also reduces unclaimed or wasted prints. Make sure your provider takes print security seriously, especially if your organisation handles confidential information.
Device Management and Usage Insights
Visibility is vital when managing costs and efficiency. A good MPS provider will offer real-time usage data and reporting through a cloud dashboard or software platform. This allows you to track print volumes by user, department, or device and helps identify areas of waste or abuse.
Reporting tools should offer both high-level summaries and detailed breakdowns. You should be able to generate monthly reports showing cost centres, environmental impact, and device uptime. These insights support decision-making and allow for internal chargeback if needed.
Advanced providers may also offer predictive analytics to spot trends over time. This helps with capacity planning and understanding how your print needs are shifting. The ability to monitor device health and usage in one central platform adds transparency and simplifies management.
Integration with Existing Systems
Your print infrastructure does not operate in isolation. An effective MPS provider should be able to integrate with your existing IT systems, workflows, and document management platforms. This might include integration with Microsoft 365, Google Workspace, SharePoint, or enterprise content management tools.
Seamless integration allows users to print directly from cloud services, access scan-to-email or scan-to-folder features, and even automate document workflows. It also ensures that the MPS solution aligns with your wider digital transformation strategy.
Ask whether the provider offers API support or can customise solutions to match your environment. Compatibility with your devices, operating systems, and security protocols is essential for a smooth rollout and long-term success.
Environmental and Sustainability Credentials
Sustainability is no longer just a corporate buzzword. Many businesses now have environmental goals or CSR policies that influence procurement decisions. Your MPS provider should support your sustainability efforts with energy-efficient devices, recycled consumables, and waste reduction strategies.
Look for providers who offer duplex printing by default, automatic sleep modes, and low-energy devices. Some services include carbon offsetting or equipment recycling schemes. Others offer detailed reporting on paper usage and CO2 impact to help you track and reduce your print footprint.
Ask about their toner recycling process, whether they collect used cartridges, and how old devices are disposed of. Providers who demonstrate environmental awareness are more likely to align with your values and long-term goals.
Transparent Pricing and Contract Terms
Managed print contracts can be complex, with a mix of monthly fees, cost-per-page charges, and equipment leasing. It is essential to work with a provider that offers clear and transparent pricing. You should understand exactly what is included, what is charged extra, and how costs scale with usage.
Beware of contracts with hidden fees, inflexible minimum volumes, or penalties for early termination. A reputable provider will walk you through the details and explain how you can control costs over time. Some may offer a pay-as-you-go model while others prefer fixed monthly pricing.
Ask for a detailed quote and make sure you understand terms around hardware refresh, supply delivery, and support services. Read the fine print carefully and choose a provider who communicates clearly without pressure or overpromising.
Proven Track Record and References
Experience matters when it comes to managed print services. A well-established provider will have refined their processes, invested in support infrastructure, and built partnerships with leading hardware brands. Look for companies with a proven track record in your sector or of a similar business size.
Ask for case studies or references from current clients. Were they able to deliver on their promises? How responsive is their support team? What were the measurable results? Real-world feedback is often more revealing than sales pitches or brochures.
You should also consider the provider’s long-term viability. Are they financially stable? Are they likely to support your business in five years’ time? Building a managed print partnership is a long-term investment, so choose a provider you can grow with.
Implementation and Onboarding Process
Once you have selected a provider, the success of the solution depends heavily on the implementation phase. A strong onboarding process includes site preparation, staff training, equipment rollout, and software setup. The provider should assign a dedicated project manager and outline a clear timeline.
Smooth transitions are key. Ask how they will handle device removal, network configuration, and user access. Will they provide training for staff on new features and print protocols? Are support materials available? A provider that supports your team during the transition helps reduce resistance and ensures the solution is used effectively.