Managed Print Services

Printer problems should not run the business.

A managed print arrangement can give businesses a cleaner way to handle printers, copiers, toner, repairs, and device support. Instead of surprise supply runs, unmanaged printer tickets, and aging lease confusion, the print environment can be assessed, right-sized, and supported if a provider program is available and contracted. These are the questions worth settling first.

  1. Toner and supplies

    Ask whether supplies are replenished automatically, who monitors levels, and how orders are triggered.

  2. Repairs and support

    Ask how printer and copier issues are routed, who responds, and who is responsible for parts and labor.

  3. Fleet visibility

    Ask what usage, cost, and monitoring reports are available, and how often they are reviewed.

Technician servicing an office multifunction printer

Possible provider options, not current inclusions

Depending on whether a provider program is available and contracted, a managed print arrangement could include:

  • Print fleet assessment
  • Toner replenishment
  • Onsite service and repairs
  • Parts, labor, and maintenance coverage
  • Printer and copier hardware options
  • Helpdesk support for print issues
  • Fleet monitoring and reporting
  • Installation and configuration
  • Network scanning and printing setup
  • Support for customer-owned equipment where compatible

If a provider program is available and contracted

Confirm in writing:

  1. Who assesses. Who inventories the printers, copiers, and scanners, and what they cost to run today.
  2. Who recommends. Who proposes a fleet that fits how the office prints, including what to consolidate, replace, or leave alone.
  3. Who orders supplies. What triggers an order, who approves it, and how it is delivered.
  4. Who dispatches service. Who is called when a device is down, and who responds.
  5. Who reports and reviews. What usage and cost reports exist, and how often they are reviewed.

Printers and supplies

Ask about printer model, cartridge type, availability, delivery, and service terms for the devices you use. Toner and ink are a large share of what printing costs and a common source of surprise orders. Whether supplies are ordered per device, in bulk, or automatically is something to settle in writing. Brand and model availability, pricing, and terms are confirmed in a written quote or agreement.

Questions worth asking any print provider

  • What does a printed page really cost once supplies, service, parts, and labor are counted? Which of those are included?
  • Who owns the equipment, and what happens at the end of the term?
  • How are supplies triggered, and who decides when they ship?
  • What happens when a device is down, and who is the contact?
  • What reports will you receive, and how often?
  • Can equipment you already own be included?

Why print belongs in a technology plan

Print issues can create a surprising amount of friction. For offices, clinics, shops, and customer-facing operations, printers and copiers are part of the daily workflow. A managed print arrangement may help reduce noisy support issues, limit unmanaged device sprawl, and make print costs easier to forecast, depending on the program and provider.

Best fit

Managed print may be worth considering for businesses with multiple printers, recurring toner costs, frequent print-related tickets, lease questions, or offices that depend on reliable scanning, copying, and printing every day.