What Is A Managed Print Agreement?

In today’s fast-paced business environment, organisations are constantly looking for ways to streamline their operations and cut costs. One area where businesses can achieve these goals is through the use of managed print services (MPS).

Managed print services involve outsourcing the management of print equipment, maintenance, and supplies to external providers. By entering into a managed print agreement, businesses can benefit from increased efficiency, cost savings, and improved customer experience. But, what is a managed print agreement?

Understanding a Managed Print Agreement

A managed print agreement, also known as a service-level agreement (SLA), is a contract that outlines the services provided by a managed print service provider and the responsibilities of each party. This agreement serves as a roadmap for the partnership between the business and the MPS provider, ensuring that both parties are clear on what services are covered, associated costs, and the expected level of service.

When entering into a managed print agreement, businesses typically start with a needs assessment conducted by the MPS provider. This assessment helps identify the specific requirements of the business, such as hardware replacements, equipment repair services, automatic supply renewal, print volume reports, cost monitoring, and support desk services. The agreement also outlines the communication channels and responsibilities for both the business and the MPS provider.

Benefits of a Managed Print Agreement

A well-crafted managed print agreement offers numerous benefits to businesses. By outsourcing print equipment management and maintenance, businesses can save time and money while improving the efficiency of their print processes. Some of the key benefits of a managed print agreement include:

1. Cost Savings: A managed print agreement helps businesses optimise their print fleet, reducing unnecessary expenses associated with maintenance, supplies, and equipment replacements. By monitoring print usage and implementing cost control measures, businesses can achieve significant cost savings in the long run.
2. Improved Efficiency: With a managed print agreement in place, businesses can streamline their print processes and reduce downtime. Regular equipment assessments and preventative maintenance ensure that printers and copiers are operating at peak performance, minimising disruptions to workflows.
3. Enhanced Security: Managed print service providers prioritise the security of printed documents. By implementing robust security measures and offering options for secure printing, businesses can protect sensitive information from unauthorised access or data breaches.
4. Flexibility and Scalability: A well-drafted managed print agreement allows businesses to adapt to changing needs and scale their print fleet accordingly. Whether it’s adding new printers, modifying drivers, or integrating new software, the agreement should provide flexibility to accommodate these changes.
5. Expertise and Support: By partnering with an experienced managed print service provider, businesses can leverage their expertise and industry knowledge. Including specific industry knowledge, such as Corporate print solutions, or graphic print solutions. The MPS provider can offer guidance on the latest advancements in print technology, recommend tailored solutions, and provide ongoing support to address any issues or concerns.

Key Considerations in a Managed Print Agreement

When evaluating different managed print service providers and their agreements, there are several important factors to consider. These considerations ensure that the chosen provider and agreement align with the unique needs of the business. Some key considerations include:

1. Personalised Printing Solutions: Look for a provider that offers tailored solutions based on the specific requirements of your business. This includes evaluating the type of printers in use, print volume metrics, and other factors that impact the print environment.
2. Cost Transparency: Choose a provider that offers clear cost structures, providing transparency in terms of equipment costs, ink or toner supplies, service calls, and other essential consumables. This transparency enables effective budget planning and potential cost savings.
3. Security Framework: Prioritise providers that prioritise security, such as secure printing, and offer robust measures to protect printed documents. Ensure that the agreement covers aspects such as changing default admin passwords, device security features, and optional security additions based on your specific security needs.
4. Flexibility: Opt for an agreement that allows for flexibility and adapts to changing business needs. This includes accommodating new printer models, handling increased print volumes, and integrating new software seamlessly.
5. Maintenance and Upkeep: Clarify responsibilities for maintenance, supplies, and upkeep of the print fleet. Understand who is responsible for tasks such as ink refills, printer repairs, and preventative maintenance. Regular maintenance checks by the provider help ensure optimal performance of the print fleet.
6. Provider Experience: Consider the experience and expertise of the managed print service provider. Look for providers that have successfully catered to businesses in your industry and demonstrate a deep understanding of your specific needs.
7. Duration and Exit Clauses: Understand the duration of the agreement and any commitments or penalties associated with early termination. Clear exit clauses and terms provide flexibility and protect both parties involved.
8. Cybersecurity Protocols: Ensure that the agreement includes robust cybersecurity measures to protect printers and stored documents from potential threats. Consider options such as firmware management procedures and regular updates on security measures.
9. Additions and Configuration: Clarify who is responsible for adding new printers or modifying drivers as your business evolves. The agreement should address the process and responsibilities for these additions and updates.
10. Hidden Costs and Fees: Look for transparency regarding all potential costs associated with the agreement. This includes shipping fees for supplies, costs of parts, technician service costs, penalties for exceeding print volumes, and costs related to removing or relocating devices.

By considering these key factors and choosing a managed print service provider that aligns with your business needs, you can enter into a managed print agreement that maximises efficiency, cost savings, and overall productivity.

Conclusion

What does a managed print service do? Well, A well-crafted managed print agreement can transform the way businesses manage their print environment, leading to increased efficiency and cost savings. By understanding the components of a managed print agreement and considering key factors such as personalised solutions, cost transparency, security, flexibility, and maintenance, businesses can establish a successful partnership with a managed print service provider. With the right agreement in place, businesses can optimise their print processes, improve security, and achieve long-term cost savings.