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With Managed Print Services (MPS) you get a partner that will be able
to help you design, deploy and debug any and all of your print (and
digital document) processes and needs.
Printing issues can account for 40 some percent of your help desk and IT
related tickets. A paper jam, driver installations and scan fails all attribute
to this factor. A MPS partner will be able to handle the print related
issues while your technical staff focuses on their work and improving
Knowing where and which devices should be placed is not as easy as it
sounds. A MPS partner will be able to collect and provide the data to
design a deployment with you that has productivity and scalability first in
mind. Things change, with a MPS partner you can sleep easy knowing
that no matter what happens, your printing fleet will be optimized and
looked after every step of the way.
What do you get with MPS?
The following is a list of what you get with a Managed Print Service
agreement. These can vary depending on what MPS partner you have,
you might get more you might get less, but generally this is standard MPS
practice and what you can expect if you are thinking about getting a
If you feel that anything has been left off this list, please email me at
A managed agreement should begin with a print and workflow
assessment for the partner to gain data on your fleet of devices. A Data
Collection Agent (DCA) should be deployed to collect print and scan
volumes and user interviews should be conducted to understand their
needs and how they work. This process can take 2 weeks to 2 months
depending on the size of your fleet and how much data is needed. 2-4
weeks is the most common time frame for a successful assessment.
1. Research and Data
After the data is collected, it is time to design the printing fleet. This
should be done with you, the client, to have the best result.
The process should include which devices are going where, any software
solutions to be worked out and the framework for how to get service and
supplies is developed. This is the blueprint for how your company will
print, copy, scan and however else they work, so this is an incredibly
important step in the process.
2. Coauthored Design
After the fleet has been designed, it needs to be put in place. The
deployment stage is where all the pieces are put together in your
business to make a working infrastructure for your documents.
Deployment doesn’t always mean new equipment going in. Most times,
a MPS partner will be able to take the machines you already have in
place under their wing. Maybe a move here or there may be needed or
nothing needs to happen at all. This is all planned out in the design stage.
Printers and copiers go through a lot of ink and toner. One of the main
reasons you want an MPS partner is for printing supplies and not having
to worry about them anymore. Supplies are included in the monthly
service fee and will be delivered to your business by the method crafted
in the design stage.
4. The big Three
Like all things, printers and copiers can break down. There are actually a
few (to a lot) of moving parts in these boxes and one of them even is
meant to get pretty hot while it spins. With MPS, parts for repairs are
covered in the monthly service fee saving you the headache of trying to
order the right thing.
4. The big Three
With parts comes the labor of putting them into the device and all other
repairs. Labor for repairs is covered in the monthly service fee and
conducted by a trained, certified, technician. Response time should be
agreed upon during the design stage.
Should be noted, not all parts and labor are always covered. If it is an end
user that decided to act out the scene from office space or the dreaded
“Act of God”, then chances are that is not covered by the service
4. The big Three
Once the deployment is finished and the agreement is up and running, it
is time to monitor your fleet. Your MPS partner should schedule regular
business reviews with you to report data on your fleet, bring up any
service issues and discuss any possible moves or replacements based off
this data. Business reviews should give a snapshot looking back at the
last few months while also providing a plan for moving forward. The
review can, and should, be a mini version of the research/data and
5. Business Reviews