In today’s business environment, managing print resources efficiently is more important than ever. Fortunately, there are Oklahoma copier solutions companies offering Xerox managed print solutions so that your organization will have the right tools and support in optimizing print-related tasks and improving your overall business operations.
But before choosing your Xerox managed print services (MPS) provider, it’s best to understand how to choose the right company to partner with. Below is a nine-step guide for ensuring you’re working with the right MPS company for your organization.
- Evaluate your organization’s printing needs and requirements
By evaluating your organization’s printing needs and requirements, you can make an informed decision when selecting a managed print solution that aligns with your business needs. This step is crucial as it helps you identify the features and functionalities you need in a managed print solution.
Start by analyzing the number of pages printed, the type of documents printed, and the frequency of printing, among other statistics that indicate your organization’s printing volume. Also, take note of the number and types of printers and copiers used in your business.
Having a clear understanding of your company’s printing needs allows you to search for a managed print service that can meet those requirements. For instance, if your organization requires high-volume printing, you may need a solution that can handle large print jobs efficiently such as the Xerox managed print solutions.
- Determine the total cost of ownership for the MPS
When picking an Oklahoma copier solutions provider, it’s essential to look beyond the upfront costs and consider the total cost of ownership which includes all the costs associated with owning and operating the solution over its entire life cycle.
The following are just some factors that contribute to the total cost of ownership:
- Initial hardware and software costs
- Ongoing maintenance and support fees
- Cost of supplies and consumables
It’s important to determine the total cost of ownership upfront to avoid any surprises down the line. This will help you make an informed decision and choose a managed print solution that offers the best value for your organization.
- Assess the vendor’s experience and expertise in providing managed print services
Search for vendors with a proven track record of delivering high-quality print services and solutions to businesses similar to yours. Ask for references and case studies to gain insight into their experience and success in the field.
In addition, the printer brands that the vendors are partnering with can provide insights into the reliability of the managed print services. For example, companies offering Xerox managed print services can definitely provide innovative print solutions considering that they’re backed by one of the industry’s leading copier manufacturers.
Also, consider the vendor’s reputation in the industry and their level of expertise in managing complex print environments. A knowledgeable vendor can help you identify opportunities for process improvement and cost savings, leading to increased efficiency and profitability.
- Verify the vendor’s security protocols for handling confidential data
In today’s environment where cybercrime is prevalent, security is a critical concern when it comes to managed print services.
Look for vendors with robust security measures in place including encryption, access controls, and data backup and recovery capabilities. Also, ensure that the vendor is compliant with industry regulations and standards including the following:
- Health Insurance Portability and Accountability Act (HIPAA), and
- General Data Protection Regulation (GDPR) if your US business is dealing with UK or EU citizens.
By selecting a vendor with strong MPS security protocols, you can mitigate the risk of data breaches and protect your organization’s sensitive information.
- Check if the vendor can integrate with your existing print infrastructure
When evaluating vendors, it’s important to check if the vendor can integrate with your current print environment to ensure seamless operation and maximum efficiency. By doing so, you can reduce implementation costs and minimize disruptions to your business operations.
Look for vendors that offer flexible and scalable solutions that can adapt to your organization’s changing needs. Also, consider the vendor’s compatibility with different printer models, operating systems and software applications.
- Look for user-friendly software and interfaces that can simplify print management
A managed print solution should be easy to use and manage for both IT administrators and end-users. When evaluating managed print solutions, it’s essential to look for user-friendly software and interfaces that can simplify print management.
Some specific features to look for include the following:
- Intuitive dashboards
- Mobile printing capabilities
- Self-service portals for end-users
Also, consider the vendor’s remote management capabilities and whether they can monitor and manage print devices remotely.
User-friendly managed print solutions can greatly reduce the workload of IT administrators and empower end-users to manage their own print needs, leading to increased productivity and reduced support costs.
- Consider the vendor’s service level agreements and support options
Consider vendors that offer comprehensive service level agreements (SLAs) that cover all aspects of print management including hardware, software and supplies. Also, consider the vendor’s support options including phone and email support, online support portals and on-site support options. Take note of vendors with a strong track record of providing timely and effective support to their customers.
By selecting an MPS company with strong SLAs and support options, you can ensure that your managed print solution runs smoothly and efficiently, with minimal downtime or disruptions to your business operations.
- Evaluate the vendor’s environmental sustainability practices
Environmental sustainability is becoming an increasingly important consideration for businesses across all industries. When choosing a managed print solution, it’s important to evaluate the vendor’s environmental sustainability practices and commitment to reducing their carbon footprint.
Some of the signs of an ideal MPS provider include the following:
- Prioritizes energy efficiency in their hardware and software solutions
- Offers duplex printing, toner recycling programs and other environmentally friendly printing options
- Upholds environmental sustainability in their entire business processes
- Commits to waste reduction
- Promotes responsible manufacturing and sourcing practices
- Awarded with third-party certifications for environmental sustainability e.g. ENERGY STAR, EPEAT and Blue Angel.
For example, Xerox upholds sustainability in the way they do business. In fact, they treat sustainability as their responsibility and promise.
By choosing a managed print solution from a vendor with strong environmental sustainability practices, you can reduce your organization’s carbon footprint and contribute to a more sustainable future.
- Look for a solution that can automate supply ordering and replenishment
One of the key benefits of a managed print solution is the ability to streamline print-related tasks, including supply ordering and replenishment. When evaluating managed print solutions, it’s important to look for a solution that can automate these processes, reducing the burden on IT administrators and ensuring that supplies are always in stock when needed.
Some of the essential features for automated supply processes include:
- Automatic supply monitoring and ordering
- Convenient tools for managing multiple vendors and consolidating orders
- Vendor offers proactive support to prevent supply-related issues before they occur
By choosing a managed print solution with automated supply ordering and replenishment capabilities, you can save time and reduce the risk of running out of supplies, ensuring that your business operations continue to run smoothly.
Bottom Line
Choosing the right managed print solution can have a significant impact on your organization’s efficiency, productivity and overall success. By taking into account the factors discussed here and partnering with a reputable managed print service provider, you can optimize your print resources and focus on other critical aspects of your business.