8 Different Questions to Ask MPS Provider – Managed Print Services

1800 Office SOlutions Team member - Elie Vigile
1800 Team

Questions to Ask MPS Provider

When seeking the ideal Managed Print Service (MPS) provider, asking the right questions is crucial for making an informed decision. These insightful inquiries will help you navigate the array of options and locate the perfect MPS provider tailored to your unique needs.

By questioning effectively, you can ensure the provider meets your print environment’s demands. Essential questions might include inquiries about the provider’s experience with print management, their range of services, how they handle printer maintenance, their responsiveness in addressing issues, and their strategies for optimizing your print environment’s efficiency. Ultimately, asking the right questions empowers you to choose a reliable and effective managed print service provider.

In this blog post you’ll learn about different topics related to managed print services. You should consider all these topics before to choose a valid MPS provider. Moreover, you will also explore 8 different questions to ask MPS provider.

Questions to Ask MPS Provider

Corporate Capabilities of MPS Provider

Understanding the corporate capabilities of an MPS provider involves delving into their history, client base, geographical reach, and financial health. It’s crucial to pose detailed questions, such as:

  • How long has your company been in the managed print service (MPS) industry?
  • Where is your headquarters situated?
  • What is your employee count?
  • What are the primary service areas your company covers geographically?
  • Is service available beyond these boundaries?
  • Where is your nearest service location in relation to my business?
  • Have there been recent acquisitions or mergers involving your company within the last five years?

Gaining insights into these queries reveals the MPS provider’s experience, scale, financial robustness, and market standing. Such knowledge is vital when evaluating a potential long-term business partner, especially in terms of toner cartridges, copiers, managed services, print volume, print fleet, leasing, invoice accuracy, cost savings, and aligning services with your needs.

Product & Service Offerings

When evaluating Managed Print Service (MPS) providers, understanding their full product and service offerings is crucial. Asking questions will help you gauge their solutions’ alignment with your business needs. Consider these 7 questions:

  1. What types of printing hardware and software do you offer?
  2. Which brands of printers and office technology do you primarily work with?
  3. Explain your Managed Print Services; what’s standard and what customization options are available?
  4. What print fleet data access do you provide?
  5. Is just-in-time toner replacement part of your service, and how does it function?
  6. Can you share examples of how you’ve helped businesses like mine with Managed Print?
  7. Will you conduct a free print assessment at my location?

These questions will illuminate print security, cost reduction strategies, document management, workflow optimization, and the range of office printers and print devices they handle. Ensure to ask the right questions to build a long-term relationship with a print partner that seamlessly integrates with your business’s needs and goals.

Technical Service and Support of MPS Provider

Understanding the technical service and support offered by an MPS provider is crucial for preparedness in case of equipment issues. Here are some questions to ask:

  1. Can you describe your service technicians? How many are on staff, and what’s their average tenure and response time? How will they be identified during a service call?
  2. Apart from onsite technicians, what other technical support options do you offer, such as call centers, online portals, or phone-based apps?
  3. After resolving a problem, does the technician conduct a thorough device inspection and perform necessary routine maintenance?
  4. Do you have statistics on average device repair times, like the percentage resolved within 24 hours?
  5. In case of extended repair durations, do you provide loaner devices?

These questions shed light on the provider’s responsiveness, support infrastructure, maintenance practices, and contingency plans for device malfunctions. Prioritize an MPS provider capable of swift and effective technical assistance to minimize disruptions to your operations.

Inquire About Print Security Strategies

Ensuring print security is crucial for every organization, regardless of size. When evaluating an MPS provider, inquire about their print security strategies, including:

  1. Security measures during device set-up
  2. Available optional print security features
  3. Firmware management practices
  4. End-of-life security protocols

Partnering with an MPS provider that conducts an initial security assessment of your print environment enables the creation of an effective plan to safeguard your print fleet.

How local is your support?

The support from your Managed Print Service partner extends beyond device maintenance and phone call responses—it requires a local presence for immediate assistance. Having boots on the ground where your office is situated ensures timely help, avoiding delays that can disrupt operations.

While local print suppliers offer on-hand support, their effectiveness hinges on the robustness of their organization. Larger providers may have advanced technology and success stories but often lack a vital local touch. A balance between national scale and local presence is crucial for swift problem-solving.

When evaluating your print provider, prioritize those with the rare but crucial combination of national capabilities and local accessibility.

What training will be provided?

Have you ever experienced purchasing a new, feature-rich printer and finding that your team struggles beyond basic printing tasks? Expecting everyone to read the manual isn’t practical, and hanging up a poster won’t suffice.

What training will be provided

Similarly, software aimed at cutting print costs requires proper training for effective use. That’s why it’s crucial to have a managed print partner who offers hands-on training. This training not only covers printer and software usage but also empowers your team to reduce paper waste, minimize ink and toner expenses, and save time effectively.

Does it offer the flexibility and integration you require?

When it comes to print management solutions, a one-size-fits-all approach rarely works. Each organization’s setup is unique, so it’s crucial to determine if your MPS provider can adapt to your specific environment.

Whether you have a single-server/single-site setup or a complex multi-server/multi-location infrastructure, the solution should scale effortlessly and handle varying levels of complexity. It should support print servers, direct IP printing, or a blend of both, optimizing your infrastructure for cost, management ease, and user experience.

Integration with your existing IT setup is crucial to ensure minimal disruption during rollout or afterward. Given most organizations’ complex IT ecosystems, an MPS solution should seamlessly coexist with current vendors, technologies, and processes.

Should They Have Financial Options

When considering financial options for acquiring printing equipment, it’s essential to understand the choices offered by MPS providers. Each provider may have unique offerings, so asking pertinent questions is key:

  1. What lease term lengths do you offer?
  2. What options are available when structuring a leasing contract?
  3. What are the guidelines for end-of-term device buyouts?

Leasing has gained popularity due to its benefits like streamlined budgeting and risk reduction. If an MPS provider manages leasing internally with their expert staff, it can offer additional advantages such as flexible term lengths, varied leasing options, and transparent end-of-term buyouts.

By gaining insight into an MPS provider’s leasing process, you can make an informed decision regarding the best method to acquire printers for your business.


In conclusion, selecting the right Managed Print Service (MPS) provider is a critical decision for any organization. It’s essential to consider various factors such as the provider’s corporate capabilities, product and service offerings, technical support, print security strategies, available financial options, local support presence, training offerings, flexibility, and integration capabilities.

By asking the right questions and thoroughly evaluating potential MPS providers based on these criteria, businesses can ensure they choose a partner that not only meets their current needs but also has the scalability, expertise, and commitment to support their future growth and success in print management.

Remember, a well-chosen MPS provider can streamline operations, optimize costs, enhance print security, and improve overall efficiency, making it a valuable long-term investment for any organization’s print environment.

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