At first glance, growing a small business and managing multiple office locations may not seem to have much in common. In reality, both depend on reliable printing for everyday operations. From invoices and contracts to customer communications and marketing materials, many organizations still rely on printed documents as part of their processes.

 

The larger and more complex an organization becomes, the more difficult it is to manage printers across the business. Keeping devices running efficiently, ordering supplies, scheduling maintenance, and supporting employees all require time and resources. That's where Managed Print Services (MPS) can help.

 

When comparing providers, the lowest price isn't always the best indicator of long-term value. Here are some important considerations to help you choose a managed print services partner that supports your business right now, and in the future.

 

What is a Managed Print Provider?

A managed print services provider works with your business to simplify print management through services such as:

• Equipment recommendations
• Proactive maintenance
• Remote monitoring
• Supply management
• Ongoing technical support

 

Rather than reacting to issues as they arise, the goal of an MPS is to create a print environment that supports productivity while helping reduce unnecessary costs and administrative effort.

How to Evaluate Managed Print Providers

 

Look Beyond the Initial Price

Price is often one of the first things businesses compare, but it's only one part of the overall picture.

 

A managed print services provider should help improve the way your organization works, rather than just provide printers at a competitive monthly rate. The value of a managed service often comes from the expertise, support, and ongoing optimization that help keep your print environment running smoothly.

 

Industry reviews, including Gartner Peer Insights, suggest that organizations frequently consider factors such as service quality, responsiveness, and long-term customer support alongside pricing when evaluating managed print services providers.

 

As you compare options, look at the complete solution rather than the monthly cost alone. Consider whether the provider offers:

• Proactive maintenance
• Remote device monitoring
• Automated supply replenishment
• Usage reporting and recommendations
• Responsive technical support

 

Choosing a provider that improves efficiency can often deliver greater long-term value than focusing solely on the initial price.

 

Evaluate Equipment Quality and Reliability

Every organization has different printing needs, and the right equipment should support the way your business works. Common needs include high volumes of documents, scanning paperwork into digital files, or supporting hybrid teams via mobile printing capabilities. A managed print services provider should take the time to understand your business before recommending equipment that aligns with those requirements.

 

Reliable printers and multifunction devices should also help employees stay productive by reducing interruptions and minimizing time spent troubleshooting technical issues.

 

As you evaluate providers, ask whether their recommended devices offer features such as:

• Printing, scanning, and copying in one device
• Mobile and cloud printing capabilities
• Security features that help protect sensitive information
• Capacity that matches your monthly print volumes
• Flexibility to grow alongside your business

 

Understand What the Service Agreement Includes

Managed print services can vary from one provider to another, so it's important to understand exactly what's included before signing an agreement.

 

A comprehensive service agreement should clearly outline how your print environment will be supported throughout the partnership. This helps set expectations from the start and gives your business confidence that assistance is available when needed.

 

Depending on the provider, services may include equipment installation, regular reviews, and scheduled toner replenishment.

 

It's also worth asking about services that may fall outside the agreement, such as emergency callouts, replacement equipment, and contract renewals.

 

A transparent agreement helps ensure there are no surprises later and gives you a clearer understanding of the value your provider delivers over time.

Ask About Response Times and Technical Support

Even the most reliable print environment occasionally requires support. And when an issue arises, timely assistance can make the difference between a minor interruption and extended downtime affecting employees and customers alike.

 

Ask prospective providers how they support their customers. You might consider a provider more valuable if your workforce is scattered across time zones and the provider offers guaranteed response times. If your business is deadline-based, escalation for urgent issues may be more appealing.

 

Many managed print services providers also use remote monitoring technology to identify potential issues before they become larger problems. This proactive approach helps resolve many issues more quickly and can reduce unexpected disruptions.

 

Responsive service consistently ranks among the key considerations businesses evaluate when choosing a managed print services provider, according to Gartner Peer Insights.

 

Consider the Business Cost of Printer Downtime

When a printer isn't available, work often slows down. In the interim, employees may need to search for another device, delay documents, or spend valuable time troubleshooting. Across an organization, even small interruptions can have a major impact on productivity.

 

A managed print services provider helps minimize these disruptions through preventative maintenance and ongoing support. Rather than simply responding when equipment fails, your provider should monitor for issues before they occur, so your print environment remains reliable, and your team can stay focused on supporting the business.

 

Compare the Total Value Over the Full Contract Term

Choosing a managed print services provider is a long-term decision. Looking beyond the initial contract helps ensure that your print environment remains reliable as your business needs ebb and flow.

 

In addition to pricing, consider the overall value a provider brings through:

• Reliable technology
• Responsive customer support
• Print security capabilities
• Reporting and analytics
• Ongoing optimization
• Scalability for future growth

 

As businesses change, print environments must change with them. The right provider should be able to maintain your fleet while also consistently seeking opportunities to improve efficiency.

Questions to Ask a Potential Print Provider

Asking thoughtful questions can help you compare providers more confidently and choose a solution that's aligned with your business goals.

 

Consider asking:

• How do you assess our current print environment?
• What services are included in the agreement?
• How are supplies monitored and replenished?
• What response times do you guarantee?
• What security features help protect printed information?
• How often do you review our print environment?
• Can the solution adapt as our business grows?
• What reporting or insights will we receive?

 

The answers can provide valuable insight into how each provider approaches customer support, long-term planning, and ongoing optimization.

 

Choose a Provider That Supports Your Business Long Term

The right managed print services provider should, at a baseline, maintain printers. Beyond that, your chosen provider should also help your business work better.

 

By combining reliable technology with proactive support, ongoing optimization, and responsive service, a trusted partner can reduce administrative burden and support productivity across your organization.

 

Remember, choosing a provider shouldn’t be determined by who offers the lowest price. A partner like Canon Canada takes the time to understand your business, develops a plan to support your team, and creates a print environment that works as hard as you do. Connect with us today to learn more about our managed print services.