What to Expect When Working With a Managed Print Partner

Whether you’ve just heard about managed print for the first time or you’ve been considering it for years, we get why there can be many questions about the service. What is a print management service exactly? Can it really save a business time and money? And most of all—is managed print really worth it?

As with any new commitment, we understand the hesitation. We also believe that learning about the service is the best way to figure out if it is the right call for your organization.

Though every service will look a little different as every business is unique, here are some honest insights on what you can expect when working with a print management partner.

What is Managed Print?

By partnering with a managed print service (MPS), companies will work with an expert team who will free up their IT staff’s time, create a more efficient workflow, and ultimately save money using proven strategies. In fact, most businesses save around 30% on their annual print spend.

The MPS team accomplishes this by helping businesses:

  • Gain true visibility into their print costs
  • Reduce IT help desk tickets
  • Free up time, money, and resources
  • Enhance network security
  • Cut down on paper waste
  • Rightsize printer fleets
  • And more!

An MPS provider will make these improvements by building a better office infrastructure. Some printing devices cost more to operate than others. Older models offer little to no protection from malware and malicious hacking attempts. Maybe some printers sit around collecting dust yet still plugging into the network.

Each of these examples can contribute to massive, and unnecessary, drains on your office print budget.

MPS providers are experts at identifying which printers, copiers, and multifunction devices have a higher operating cost, are reaching the end of their lifecycles, or pose a security risk. Then, they’ll reconfigure and redeploy them in areas where they’ll be used most efficiently. You’ll get insights on cost-effective ways to refresh additional office technology.


Perhaps the part clients love the most about managed print—your MPS provider will manage all of your company’s printers for you!

With a great MPS partner, your technicians will both control and monitor your printers remotely, as well as be ready to go on-site whenever needed.  For example, when a device is running low on toner, a tech will be alerted and supplies will ship automatically. Or, they’ll get a call that a printer needs maintenance or repair and quickly be sent over to fix the problem.

Your MPS provider should seamlessly integrate into your team as an extension of your IT department. Now, with the entire process of managing printers right off your to-do list, you can focus on more critical initiatives.

Choosing the Right MPS Partner

It can be a challenging task to find the right managed print partner. They not only need to have a proven track record of past successes, but they also need to be friendly, flexible, reliable, and ready to match your team’s exact needs.

Here’s a breakdown of what to look for when vetting potential MPS partners:

  1. Are They Listening?
    The MPS partner should initiate your relationship by taking the time to genuinely listen and understand all of your needs
    . They also need to both discuss and carry out a thorough print environment assessment of your office’s print process.This assessment accurately measures your current cost of printing so that they can create the perfect strategy for you. Before contacting MPS providers, most businesses have no idea how much they are spending on print. As the saying goes, “You can’t manage what you can’t measure.”
  2. Are They Helpful?
    Your provider should strive to make life easier for everyone on your team. This means being friendly, reliable, honest, and open to answering any concerns and questions. Signing on with an MPS is a big deal. They should understand that and make you feel comfortable.
    Helpfulness is also about proactively informing you about new ways that they can enhance your print environment. After all, they are the experts with a pulse on the industry. You should feel like they’re always keeping you in mind when new innovations arise.
  3. Are They Tech-Savvy?
    Technology is a huge part of the modern workplace. MPS partner must excel at recommending, implementing, and maintaining not just your print devices—but other emerging technologies that can enhance your workplace by securing your data, saving you money, etc.
    With a handy team of tech experts, there is no reason to continue struggling to stay ahead of changing print technologies. They’ll have always have it covered.
  4. Are They Transparent?
    An extraordinary MPS provider will use specialized software to measure, report, and share your actual costs and savings. That way, you can clearly see the effectiveness of managed print.
    You and your managed print services partner should have a joint goal to improve your end-user experience, improve security, and provide significant cost savings. They also need to be open in how they’re accomplishing this while consistently proving it.

These are just insights into the start of a relationship with a managed print service. As your business evolves over time, your MPS provider will further optimize your print environment as guided by real data, changing needs, and your ongoing relationship.

Ready to learn more about optimizing your print environment with a managed print partner? We’d love to connect! Just schedule a complimentary discovery call with one of our friendly team members. We’ll even throw in a $25 Amazon gift card just for chatting.

Whether you’ve just heard about managed print for the first time or you’ve been considering it for years, we get why there can be many questions about the service. Connect with me on Twitter and LinkedIn and keep up with my company imageOne. Check out my website or some of my other work here.