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What You Can Expect from a Managed Print Service Engagement Skip to main content

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What You Can Expect from a Managed Print Service Engagement

Wed Nov 16, 2016 | Lasers Resource


A managed print service (MPS) engagement – especially for a large office that requires a variety of digital copiers and printers – can be a tricky thing. Multiple tasks have to be done simultaneously by both different departments in your organization and multiple experts within the MPS provider. This summary will help you wrap your head around what the process will require and give you a heads up on what to expect if you choose to work with a managed print provider to develop your office printing plan.

CLICK HERE to schedule a print & workflow assessment

We break our process down into four main categories.

1) Assessment

A print assessment is a critical step in the process. We've written about the process before, click here to read What Is a Print Assessment.

A print assessment is where all the information needed for an MPS agreement is gathered. The information includes an inventory of equipment, the volumes that are printed each month on each device, and the evaluation for acquisition and operating costs.

The assessment should include a study on any workflows that are in place or are needed. If your shipping department has to scan a sheet to X, Y, and Z;  or if you account payable department sends invoices though a special service, then there are ways to improve those processes with automation. A blueprint of your digital and printed document needs. A MPS partner can help you with business process improvements.

Print assessments can last from one to five weeks, depending on the scope of the project and the detail required to provide a full assessment.

If you think you're ready for a print assessment, click here to schedule one with us (no obligation).


Who you should bring for this stage:

1) IT Director
2) IT Support
3) Member of finance
4) Member of operations


Who we will bring:

1) Sales representative
2) Director of Sales
3) Member of operations 

2) Planning

The planning stage includes a report of findings from the assessment. This is where we'll meet with you to cover your options and find the best solution for your needs. Any final solutions are discovered and information is gathered. A meeting will be set for a proposal presentation. The proposal will have all the equipment, software, and workflows listed in detail along with a plan for execution. 

Office Printing Plan


The planning stage can last between one and four weeks.


Who you should bring for this stage:

1) IT Director
2) IT Support
3) Member of finance
4) Member of operations


Who we will bring:

1) Sales representative
2) Director of Sales
3) Member of operations

3) Execution

If the proposal is accepted, next is the execution of the plan. This is the time when maintenance agreements are agreed upon and signed, deployment schedules are drafted, and any lease documents are brought to the table (if you choose to lease). A statement of work (SOW) is provided that maps out who will be performing what action and when. After that is taken care of, the equipment and software can be installed and the managed agreement is activated. 

The execution stage can last between two and four weeks.


Who you should bring for this stage: 

1) IT Support
2) Member of finance
3) Member of operations

Who we will bring:

1) Sales representative
2) Director of Sales
3) Member of operations

4) Business Reviews

With the MPS agreement in place and running, the next stage is to review it on a regular schedule. We perform quarterly business reviews with our clients to grab a snapshot of your fleet's health, see if any devices are showing any red flags, and to make sure your print volumes are where they should be. We also review your workflows and make sure they are keeping up with you and recommend any changes or upgrades available.

These business reviews happen on the agreed schedule for the term of the agreement.


Who you should bring for this stage:

1) IT Support
2) IT Director
3) Other involved members of the team


Who we will bring:

1) Sales representative
2) Director of Sales
3) Member of operations

I hope this gives you a better understanding of the steps we both need to take to get an effective managed print services engagement up and running, and why it takes three weeks to maybe even two months for everything to be complete. Like any good carpenter, we believe in measuring twice and cutting once. Our detailed, step-by-step strategy for getting the best MPS plan in place for every customer ensures that our measurements for you are exact and that the cut is always perfect.

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