Choose a managed print service by looking at how printing is handled across the business, who supports it and where time is being lost.
Managed print is not only about supplying printers. It is about making sure the right equipment, supplies and support process are in place for the way your business works.
A useful proposal should explain what happens day to day, not just which printer or photocopier will be installed.
Start With What You Already Have
Before asking for managed print quotes, list the printers, photocopiers and multifunction devices currently in use.
For each device, record:
- Where it is located
- Who normally uses it
- What it is used for
- Whether it prints, copies or scans
- Whether it is reliable
- Whether staff avoid using it
- Whether it is too slow for regular tasks
- Whether it is in the right place
- Whether supplies are easy to manage
- Whether anyone knows the real running cost
This helps identify which devices are still useful and which ones may be creating extra work.
Look at the Everyday Problems
Managed print proposals are more useful when they are based on real problems.
Ask staff what slows them down.
Common issues may include:
- Nobody knows who to contact when a printer stops working
- Toner runs out at awkward times
- Staff use the wrong printer because the nearest one is unreliable
- Scanning takes too many steps
- Documents are collected from the wrong place
- Several devices are doing the same job badly
- A busy team relies on equipment that is not suited to its workload
- Old devices are kept because replacing them feels complicated
Write down the problems before discussing equipment. The aim is to fix the working pattern, not simply replace machines.
Group Devices by Business Area
Different parts of the business may need different support.
For example:
- Reception may need quick access to customer documents
- Finance may produce regular reports and paperwork
- Sales teams may need customer-facing documents
- Operations may print job sheets or delivery paperwork
- HR may need a more private setup
- Warehouse or production areas may need simple, practical access
- Managers may need scanning and document sharing more than printing
A managed print proposal should show how each area will be supported.
Avoid treating every department as if it works in the same way.
Decide What Should Happen When Something Goes Wrong
A printer fault can become a bigger problem when nobody knows the next step.
Before choosing a managed print service, ask how faults will be handled.
Confirm:
- Who reports the issue
- How the issue is reported
- What information staff need to provide
- Whether remote checks are used
- When an engineer may be sent
- What happens if the device cannot be fixed quickly
- Whether staff have an alternative printer to use
- How updates are shared with the business
The process should be simple enough for staff to follow without needing technical knowledge.
Check How Supplies Will Be Managed
Supplies can become a hidden source of wasted time.
Ask how toner, ink or other consumables will be handled.
Check:
- Who monitors supply levels
- Whether spare supplies are kept on site
- Who replaces supplies
- How new supplies are requested
- Whether supplies are linked to specific devices
- What happens if the wrong item is ordered
- Whether staff receive instructions for replacement
- Whether used items are collected or recycled
A good setup should reduce last-minute supply problems.
Review Device Locations
Where equipment sits can make a big difference to how smoothly staff work.
Think about:
- Whether the device is close to the people who use it most
- Whether staff have to walk too far for routine documents
- Whether printed documents are left in public or shared areas
- Whether the printer is in a noisy or disruptive place
- Whether paper and supplies can be stored nearby
- Whether there is enough space around the machine
- Whether the location is easy for servicing
- Whether the device blocks walkways or shared areas
Moving equipment can sometimes solve a problem without adding more devices.
Plan for Scanning and Digital Workflows
Many businesses use multifunction devices for scanning as much as printing.
Ask how scanning will work in practice.
Consider whether staff need to scan to:
- Shared folders
- Cloud storage
- Project folders
- Customer records
- Accounting systems
- Department folders
- Named staff members
Check whether the scan options can be made clear and easy to choose.
If staff need to scan documents every day, the process should not involve repeated manual steps.
Ask What Is Included in the Service
A managed print quote should clearly explain what is covered.
Ask suppliers to set out:
- Equipment included
- Installation work
- User setup
- Print and scan configuration
- Support process
- Supply process
- Replacement process
- Staff guidance
- Regular review points
- Any items charged separately
This makes it easier to compare one proposal with another.
If two quotes include different levels of service, the cheapest-looking option may not provide the same practical support.
Think About Changes Over Time
Business print needs can change.
A managed print service should be able to cope with normal changes such as:
- New staff joining
- Teams moving desks
- A department growing
- A device becoming too busy
- A quieter device no longer being needed
- New software being introduced
- A different scanning process being required
- A branch or work area changing its layout
Ask how changes are requested and how often the setup can be reviewed.
Prepare a Managed Print Brief
Before requesting quotes, prepare a short summary of the current setup.
Include:
- Number of printers and photocopiers
- Main device locations
- Number of regular users
- Main document types
- Current problems
- Important scanning destinations
- Devices that cause the most disruption
- How supplies are currently ordered
- Who deals with faults now
- Areas where staff regularly wait for equipment
- Any planned office or team changes
This gives suppliers a practical picture of the business.
Questions to Ask Suppliers
Use these questions when comparing managed print proposals:
- Which current problems does your proposal solve?
- Which devices would stay, move or be replaced?
- How will staff report a fault?
- What happens if a device cannot be fixed quickly?
- How will toner or supplies be provided?
- Who will set up users and devices?
- How will scanning be configured?
- Can different teams have different settings?
- How will the setup be reviewed later?
- What support is included?
- What is not included?
- Who will be our contact for day-to-day issues?
Compare Managed Print Service Options
A useful managed print proposal should match how your business actually works.
List your current devices, common problems, users, supplies process and scanning needs before comparing options. This helps suppliers recommend a service that supports daily work rather than simply replacing equipment.
Compare printer and photocopier quotes