Selecting the Right Managed Print Services Solution - Part Sixteen

This series discusses some of the key factors in selecting the right MPS solution for your organization. As an independent, time is precious. Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it. Hopefully, the questions we are posing help you in this process.



The goal of this series is to present a list of potential requirements you would have for a complete MPS solution. Some of the items on this list may not pertain to you at the start, but you should still consider them when evaluating and selecting the right solution. As we near the end of the series, our next item on the list is:

How detailed is the reporting?

Selecting the Right Managed Print Services Solution - Part Fifteen

This series discusses some of the key factors in selecting the right MPS solution for your organization. As an independent, time is precious. Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it. Hopefully, the questions we are posing help you in this process.



The goal of this series is to present a list of potential requirements you would have for a complete MPS solution. Some of the items on this list may not pertain to you at the start, but you should still consider them when evaluating and selecting the right solution. Our next item on the list is:

Is it a scalable solution, both in terms of managing print environments and the costs associated with using it?

Selecting the Right Managed Print Services Solution - Part Fourteen

This series discusses some of the key factors in selecting the right MPS solution for your organization. As an independent, time is precious. Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it. Hopefully, the questions we are posing help you in this process.



The goal of this series is to present a list of potential requirements you would have for a complete MPS solution. Some of the items on this list may not pertain to you at the start, but you should still consider them when evaluating and selecting the right solution. Our next item on the list is:

Do you have the choice on who services your account?

Selecting the Right Managed Print Services Solution - Part Thirteen

This series discusses some of the key factors in selecting the right MPS solution for your organization. As an independent, time is precious. Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it. Hopefully, the questions we are posing help you in this process.



The goal of this series is to present a list of potential requirements you would have for a complete MPS solution. Some of the items on this list may not pertain to you at the start, but you should still consider them when evaluating and selecting the right solution. Our next item on the list is:

Do you have the choice on who services your account?

Selecting the Right Managed Print Services Solution - Part Twelve

This series discusses some of the key factors in selecting the right MPS solution for your organization. As an independent, time is precious. Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it. Hopefully, the questions we are posing help you in this process.



The goal of this series is to present a list of potential requirements you would have for a complete MPS solution. Some of the items on this list may not pertain to you at the start, but you should still consider them when evaluating and selecting the right solution. Our next item on the list is:

Do you have a service directory that you can tap into?

Selecting the Right Managed Print Services Solution - Part Eleven

This series discusses some of the key factors in selecting the right MPS solution for your organization.  As an independent, time is precious.  Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it.  Hopefully, the questions we are posing help you in this process.

The goal of this series is to present a list of potential requirements you would have for a complete MPS solution.  Some of the items on this list may not pertain to you at the start, but you should still consider them when evaluating and selecting the right solution.  Our next item on the list is:


Will you need to leverage third party service companies?

Selecting the Right Managed Print Services Solution - Part Ten

This series discusses some of the key factors in selecting the right MPS solution for your organization.  As an independent, time is precious.  Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it.  Hopefully, the questions we are posing help you in this process.

The goal of this series is to present a list of potential requirements you would have for a complete MPS solution.  Some of the items on this list may not pertain to you at the start, but you should still consider them when evaluating and selecting the right solution.  Our next item on the list is:


How does the solution deal with local devices?

Selecting the Right Managed Print Services Solution - Part Nine

This series discusses some of the key factors in selecting the right MPS solution for your organization.  As an independent, time is precious.  Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it.  Hopefully, the questions we are posing help you in this process.

In the last post, we discussed the need for a ticketing system imbedded into your MPS solution. Hopefully, you agree with me that the answer is, "Absolutely yes!"  Maybe you just want e-mail notification of supply and service alerts.  Today, let's expand on this point a bit:


Are the alerts customizable?

Selecting the Right Managed Print Services Solution - Part Eight

This series discusses some of the key factors in selecting the right MPS solution for your organization.  As an independent, time is precious.  Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it.  Hopefully, the questions we are posing help you in this process.

In previous posts, we have discussed many important factors, including what DCA to use, training options and how much are you willing to invest in getting started and training. Our next factor is:


Do you need a built-in ticketing system to track device alerts?

Selecting the Right Managed Print Services Solution - Part Seven

This series discusses some of the key factors in selecting the right MPS solution for your organization.  As an independent, time is precious.  Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it.  Hopefully, the questions we are posing help you in this process.

In previous posts, we discussed how autonomous you wish to be, the need for flexibility in a solution, hardware versus software DCA's and finding a solution to meet all your customers' requirements. Our next factor is:


Are there affordable training options?

Software is software where, and some are easier to learn than others. 

1.  Are you required to make a long term commitment? 
2.  Is there a lower price point available for your initial engagement or must you commit to one flat rate?
3.  Can you easily transition from a lower program option as your needs change?
4.  Does the company offer different levels of support and training that can be customized to your budget and requirements?
5.  Do the marketing options (training tools, websites, etc.) incur a one time fee or are billed on an ongoing basis?  If ongoing, can you cancel at any time or are you locked in?

These are just a few factors to think about when selecting your MPS solution.  What others can you think of?  Let us know!

Selecting the Right Managed Print Services Solution - Part Seven

This series discusses some of the key factors in selecting the right MPS solution for your organization.  As an independent, time is precious.  Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it.  Hopefully, the questions we are posing help you in this process.

In previous posts, we discussed how autonomous you wish to be, the need for flexibility in a solution, hardware versus software DCA's and finding a solution to meet all your customers' requirements. Our next factor is:


Are there affordable training options?

Software is software, and they all have a learning curve.  Some are easier to master than others.  The important consideration is does the solutions company offer a variety of options that can fit all your needs?

Selecting the Right Managed Print Services Solution - Part Six

This series discusses some of the key factors in selecting the right MPS solution for your organization.  As an independent, time is precious.  Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it.  Hopefully, the questions we are posing help you in this process.

In previous posts, we discussed how autonomous you wish to be, the need for flexibility in a solution, hardware versus software DCA's and finding a solution to meet all your customers' requirements. Our next factor is:


What's the financial investment in getting started?

There are a few things to consider:

1.  Are you required to make a long term commitment? 
2.  Is there a lower price point available for your initial engagement or must you commit to one flat rate?
3.  Can you easily transition from a lower program option as your needs change?
4.  Does the company offer different levels of support and training that can be customized to your budget and requirements?
5.  Do the marketing options (training tools, websites, etc.) incur a one time fee or are billed on an ongoing basis?  If ongoing, can you cancel at any time or are you locked in?

These are just a few factors to think about when selecting your MPS solution.  What others can you think of?  Let us know!

Selecting the Right Managed Print Services Solution - Part Five

This series discusses some of the key factors in selecting the right MPS solution for your organization.  As an independent, time is precious.  Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it.  Hopefully, the questions we are posing help you in this process.

In previous posts, we discussed how autonomous you wish to be, the need for flexibility in a solution, hardware versus software DCA's and finding a solution to meet all your customers' requirements. Our next factor is:


Where does the solution and data reside?


There are basically two options when selecting an MPS solution:  The application and data either resides on the service provider's own network or the data is accessed by accessing remote servers, also called an ASP model.

Selecting the Right Managed Print Services Solution - Part Four

This series discusses some of the key factors in selecting the right MPS solution for your organization.  As an independent, time is precious.  Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it.  Hopefully, the questions we are posing help you in this process.

In parts one, two and three, we discussed how autonomous you wish to be, the need for flexibility in a solution and if the MPS solution should offer a hardware DCA, software, or both.  Our next factor is:

Will the solution meet ALL your customers' requirements?

Customers have different needs.  Some want toner fulfillment and service/repairs on an as-needed basis.   Others demand a more proactive approach, expecting toner and maintenance needs to be managed as a background process with little intervention on their part.

What Are a Few Key Advantages of Selling a Managed Print Services Solution?

Let’s begin with the obvious; every one of us are in this to make a few bucks and that will happen by earning our customers business.   To that end, we need to be providing real value; through helping to indentify and lower hard direct and indirect costs and/or soft cost savings; hopefully, a blend of the two. If reductions can be achieved through a combination of the two, it will ultimately keep more margins in the game.  With Managed Print Services, you are able to take control; and with control, come ownership over your customer’s entire print environment. This will enable you to divert risk and incremental margins from multiple pieces of business as opposed to one primary piece. If you’re selling the toner, then get the parts; and if you’re getting the parts, sell them the repair services’ etc. And while not providing a bundle solution is no longer an option, remember the old adage. “Don’t put all your eggs in one basket” – diversify! Control how and where your margins are derived and your expenses are allocated.

When Should I Consider Converting An Existing Customers To A Managed Print Services Solution?

There’s really little time to waste; Managed Print Services is not going away and you will need to get engaged with your customers before somebody else does. Start the process of becoming a more strategic partner; one that is interested in helping your customers to solve the real business problems that they face every day; problems that are costing real hard dollars, both direct and indirect, as well as soft dollar inefficiencies. Now, you may find that their not ready to hear the entire message about Managed Print Services, or you may not have the relationships within those accounts that are interested in this message; but, start crafting it today and become proficient at understanding what business problems your solution can help address! And remember, MPS will mean different things to different people; it’s just not a one size fits all so make sure you’re your solutions and messaging is flexible and meets the customer where they are in the Managed Print mindset. Just Do Not sit on the side line waiting for another company to get in the ear of the company’s President, CFO, COO, or any other financial and strategic decision‐makers. You will absolutely lose all credibility and you will begin losing accounts if you are not becoming proactive in your MPS implementations.

When Does It Make Sense To Introduce A Managed Print Services Solution To My Customer?

Actually, the sooner you begin crafting and communicating your message, the better. The market is shifting and you need to be proactive and positioned. Managed Print Services is what you should be discussing with your customers and the direction you should be taking your business. It can be the greatest differentiator between you and your competitors, and will help to solidify your customer base - long term.

Managed Print Services gives you greater efficiencies and abilities to manage your cost per print (whether your selling a CPP model or not), solidify and grow your current business relationships and opportunities, and improve your margins. Remember, at the end of the day, you have to understand your internal cost of managing a document; your own per page cost of toner, parts, and labor, at the least. Until you understand your costs, you can’t measure improved processes. You must have a baseline to quantify the impact of your changes? When does it make sense to sell a Managed Print Services Solution? It always makes sense; today – right now!

It’s the direction of the market and you need to be prepared to lead the way. Managed Print Services is customer driven; it’s not a “one size fits all” solution. It must be designed with flexibility and can range from “strategic” to “more strategic.” Just be sure you’re talking to your customers first about the most strategic approaches to managed print and all you have to offer; and then….listen. Hear what they want and how you can engage. Just make sure that you’re not blind‐sided by an unexpected competitor. Remember that everyone’s customer is someone else’s prospect. Get as strategic with your customer as you can, while you can.

What is Cost Management (MPS) and why would I want to provide it to my customer?

More than ever, products are being commoditized and marginalized, forcing you to compete solely on price – a game you can’t really win. In this kind of environment your margins fall, and competition becomes more intense. The only way you can overcome such demanding challenges to your business is to reinvent yourself; create new business paradigms that provides your customers with greater value – value that very few of your competitors can provide or are too lazy and complacent to provide – value that can generate higher profit margins for you while eliminating much of your competition. This is Cost Management, more commonly referred to today as Managed Print Services (MPS). More than anything, it is a means for you to change the value proposition you bring to market. Unlike a commodity, Cost Management is a strategic solution that can’t be marginalized!

Cost Management is an outsourcing service by which you take on full responsibility for a company’s print environment, including the maintenance, support, and acquisition of all print devices and consumables. You accept full financial responsibility for maintaining, protecting, utilizing and deploying assets in a way that will create the greatest efficiency of operation and return on investment for both you and your customer. Such services are a true shifting of financial responsibility and accountability. Cost Management is about continuous process improvement and cost savings.

Selecting The Right Managed Print Solution - PART THREE

This series discusses some of the key factors in selecting the right MPS solution for your organization. As an independent, time is precious. Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement! Hopefully, the questions we are posing help you in this process.

Part Two highlighted that the solution you select must be flexible enough to grow and change as your business needs change. Moving, on, our next factor is:

Is the DCA (Data Collection Agent) software or hardware based?Are you using a key? Although they are great for capturing snapshots, they do not aid you in gathering data in real time or giving you the ability to proactively respond to toner and service needs in your customers' environments. Therefore, we will exclude them from this discussion.

There's no doubt that software can be easily deployed and implemented. Simply send a link to your customer and they do the rest. We, like most in our space, offer a software DCA option that has been met with great market acceptance. However, software delivery isn't always the best direction and can certainly be met with resistance. Some customers will refuse to download outside software onto their network, particularly one that is sending data out. Others have complex network security settings that can make it difficult if not impossible for data to be transmitted. And if the IT staff encounters a problem on their network, guess which program they will blame and remove; you’re DCA. Then you must convince the customer that your software isn't the problem and try to get it reinstalled. This can take days or weeks, meaning that you are unable to monitor and be proactive in the environment. This approach could also close the door on the opportunity all together. You must have options that can meet their most security centric IT Groups. Theirs also a lot to be said about the on-going maintenance software residing on someone’s equipment vs. a solid state network appliance that racks in their data center and runs unobstructed doing one function and one function only; managing print environments and blinking with nice colored lights as a visual reminder that you are always monitoring all your customers operational needs.

Selecting the Right Managed Print Services Solution - Part Two

This series discusses some of the key factors in selecting the right MPS solution for your organization.  As an independent, time is precious.  Having fewer resources than national service organizations and the OEM's, you need to quickly assess your options, make your selection and implement it.  Hopefully, the questions we are posing help you in this process.

Part One discussed the pros and cons of utilizing an autonomous solution versus one tied to a toner manufacturer, parts supplier, service organization or OEM.  Moving, on, our next factor is:


How flexible is the solution? How flexible do you need it to be?

The first decision you must make is how you want to structure your MPS offering. Are you doing toner fulfillment only?  What about break/fix service?  Do you need an integrated ticketing component? Do any of your customers need regional or national support?  Are there some environments that will not allow a software DCA?

You need a solution that is scalable and has the ability to grow with your offering.  Keep in mind that just because right now all you care about is meter reads and toner levels, that doesn't mean your needs (and your customers) won't change.  Your MPS technology must be able to accommodate those needs today and tomorrow. 

Keep these factors in mind when selecting your solution.  Noting is more frustrating than implementing a solution only to discover in a year that you must transition to another that meets your needs.