Choosing Managed Print Services

MPS is an acronym for a process that revolves around active management and optimization of devices concerned with document output. The related business processes can be storage, security and communications issues. If you click here for managed services, you will learn a tip or two on how you could relegate business operations with regards to printing to other dedicated companies to ease off work.

Factors That Determine the MPS Needs Of an Organization

The size of an organization is a crucial determinant of the type of services that are required from an MPS firm. The needs of a small office with few devices and low volume of document transactions are different from those of large or midsized organizations with large proportions of document transactions and numerous devices.

The demands from an MPS firm will often be compounded by other factors such as multiple locations and larger deployments of the devices. Recently, the ICT sector has been advancing tremendously, and this also places a need for more robust analysis of the necessary MPS solutions for an organization.
Most vendors will specialize in either large MPS deployments or small deployments. Therefore, an evaluation should be thorough and comprehensive enough to allow the organization to clearly see what level of MPS response is needed, and thus, the right MPS firm to engage.

It is also essential that you deliberate on the culture of the organization with regards to the processes around documents. Cultural considerations often fine-tune the preferences of an organization’s MPS requirements.

Important Questions to Ask When Considering MPS Options

What is the organization’s commitment level in considering device standardization and rationalization?
What is the organization’s flexibility when it comes to changing procedures and processes that guide document workflow?

Is the organization ready to adopt flexibility in device brand choices?

How helpful will the organization’s IT department be in assisting in volume data collection in respect to document production and processing? The data captured should include aspects such as scanning, printing, faxing and emailing, among other things.

What is the organization’s level of flexibility in consumable purchasing, and is it acceptable for the process to be centralized to achieve better control?

Is the organization able to assess the delivery of MPS?

Is the organization’s need for change in document processes big enough to require MPS?

Changing to MPS had better be a gradual process; it is often easier to begin with small changes and progressively introduce more structural changes with time. Drastic changes may, at times, be so disruptive that they become counterproductive. However, one thing is evident; businesses stand to benefit from the operational improvements that come with MPS adoption.

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