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How to choose the right Managed Print Services for your business

Monday 15 October 2018

The responsibilities that come with looking after an organisation’s print, scanning and copying processes has fundamentally changed, especially in large organisations.

The traditional ‘MPS’ contract is becoming something new: Managed Document Services (MDS). Your MPS providers should now be able to provide digital solutions to transition you to a digitally-led environment.

It can be a lot to handle, and that’s exactly why print and IT departments turn to Managed Print Service providers to keep the ball rolling.


When it comes around to choosing a new Managed Print Service, and potentially supplier with it, there is a lot to think about and it’s good to have some IT involvement in the RFP process as ultimately, it’ll probably be the IT or print manager who has to deal with the MPS provider on a daily basis.

The first thing to consider is the services that you need, and remember, don’t just think about the present, consider what you might need in the future. With an average MPS contract lasting between 3-5 years, a lot can change in that time and future-proofing your print services can pay dividends moving forward.

Remember to take into account how the workplace is changing with an increased emphasis on mobility, cloud services, big data, analytics and social media and how staff and employees expect a new and different way of getting things done.

When shopping around to see who and what services are out there, draw from experience on the pains and gains you’ve had in your last MPS contract and consider how this can help you draw up the RFP for the new service.

Before actually issuing the request for proposal, it’s worth meeting the suppliers that you intend to send it to. A first meeting will ensure that they are people you would like to interact and do business with.

Assuming that you’re happy with what you’re looking for from an MPS contract and that you’ve found the companies that you wouldn’t mind working with, the next step is to be armed with the right questions for finding Managed Print Services that are right for your business.

MPS becoming MDS is a gamechanger and you need to know how to choose a company that can both manage print and transition to digital, should you need it.

The RFP itself should contain questions about the hardware, software, service level agreements (SLA), costs, service and support as well as all of the usual questions about the company and evidence of previous jobs within your industry.

Asking the right questions will very quickly show who can and can’t deliver the service you need.

To learn more about the questions to ask in a Request for Proposal for Managed Print Services, download the guide: How to write an invitation to tender/RFP for managed print services

This eGuide will help you to:

  1. Realise what aspects of MPS are important and in line with your business objectives.
  2. Write an invitation to tender/request for proposal that will help your business to choose a capable provider that can deliver on your business goals.

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