Mastering MPS Vendor Management: Insights for Efficiency, Cost Savings, and Security

Navigating the world of Managed Print Services (MPS) can feel like walking through a labyrinth. With so many vendors vying for attention, it’s easy to get lost. But don’t worry, I’m here to guide you through the maze.

In this article, we’ll demystify the process of managing MPS vendors. We’ll discuss how to select the right one, how to maintain a healthy relationship, and how to ensure they’re delivering on their promises.

So, buckle up and get ready for a deep dive into the world of MPS vendors. It’s a journey that’ll empower you to make informed decisions, optimize your print environment, and ultimately, save your business time and money.

Understanding MPS and Its Importance

Navigating the technical jargon of Managed Print Services (MPS) provides an essential foundation for effective vendor management. By gaining a comprehensive understanding of MPS, businesses position themselves to reason with vendors and leverage the most fruitful partnerships.

Let’s dive into what MPS encompasses and the quintessential roles it plays in supporting businesses.

What Is Managed Print Services (MPS)?

In layman’s terms, Managed Print Services (MPS) refers to the comprehensive management of a company’s print infrastructure. It’s an outsourcing service whereby a third-party vendor takes control of a business’s print operations. Every minor detail, from document output, supply replenishment, to hardware maintenance, falls under the umbrella of an MPS offering.

When brought into play, MPS aligns to provide a turnkey solution, helping businesses achieve seamless print operations. It removes the hassles associated with managing the print environment in-house, thereby shifting focus to core business activities.

Why Businesses Need MPS

MPS brings a treasure trove of benefits to businesses. Contrary to popular belief, it’s not just about keeping printers up and running. It plays an integral role in driving down operating costs, enhancing productivity, and improving document security.

For starters, MPS reduces the time employees spend on print-related issues. Instead of grappling with printer malfunctions, paper jams, or depleted toners, they can prioritize high-value tasks. That’s MPS-uplifted productivity in a nutshell.

Secondly, MPS identifies areas for potential cost-savings. It tracks print behaviors, pinpoints wasteful practices, and uncovers hidden print expenses. By taking corrective measures, a substantial chunk of operating costs can be shaved off.

Lastly, in an era where data breaches are rampant, MPS fortifies document security. It deploys advanced security measures, mitigating the risk of sensitive data falling into the wrong hands.

In essence, an MPS engagement empowers businesses to function optimally. It fuels cost-efficiency, nurtures productivity, and acts as a safety net for document security.

Selecting the Right MPS Vendor

The key method to optimizing print operations lies in selecting the appropriate MPS vendor. However, this process involves a delicate balance between vendor expertise, service flexibility, and the technology and equipment they offer. Let’s delve into these aspects one by one.

Evaluating Vendor Expertise

Firstly, the breadth of a vendor’s knowledge signifies their competence in the industry. Established vendors often possess a deep understanding of print operations, and a vast pool of solution-oriented skills. For instance, an expert MPS vendor might have a track record of streamlining print operations in various industries – healthcare, education, law, among others.

Remember, verifying your MPS vendor’s expertise is vital, but it isn’t dependent on their years in the industry. The knowledge they’ve gained, the challenges they’ve overcome, and their successful implementations are what matters most.

Considering the Flexibility of Services

Next on the agenda is the flexibility of services. Understanding that no two businesses have the same needs is paramount. A worthy MPS vendor recognizes this and offers customized solutions accordingly.

For instance, a healthcare firm could require stringent document security measures due to the sensitive data they handle, while an educational institute might prioritize cost efficiency. Reliable MPS vendors accommodate such varying needs, demonstrating their versatility and commitment to customer satisfaction.

Assessing the Technology and Equipment Offered

Lastly, assessing the caliber of a vendor’s equipment and their technological adaptability is obligatory. This refers not only to the printing devices but also to the software and tools used for analytics, reporting, monitoring, and managing printing tasks.

Renowned vendors usually employ cutting-edge technology like cloud-based print management solutions, AI-driven predictive maintenance, and IoT-enabled devices. These advancements can enhance productivity, monitor print usage, and provide element-wise control over the printing environment.

Successful MPS vendor selection entails a trifecta of considerations: knowledgeable expertise, adaptable services and top-of-the-line equipment. Thoroughly assessing your prospective vendors against these parameters can ensure that you partner with a vendor capable of comprehensively managing your print operations.

Key Factors in Managing MPS Vendors

Effective management of MPS vendors isn’t merely about making a selection. It’s also about creating a mutually beneficial relationship, which is a product of strategic management. Below, I’ll delve into key success factors for managing these vendors better.

Establishing Clear Service Level Agreements (SLAs)

A well-defined Service Level Agreement infuses transparency into the vendor management process. It maps out what’s expected of the vendor, including their service provision, response times, and availability. For instance, an SLA might stipulate that the vendor ensures 99.9% uptime for cloud-based print management systems. This clarity can pave the way for a smooth-sailing relationship between the organization and the vendor.

Monitoring Performance Metrics

Keeping track with performance metrics gives insights into a vendor’s proficiency. It assists in making informed decisions about whether the vendor is meeting the set expectations or falling short. For example, in print infrastructure, key performance indicators like print volume, print speed, uptime, and resolution quality offer a quantitative measure of the vendor’s capabilities. Monitoring these metrics keeps the vendor accountable and can help identify areas that require improvements.

Communication and Regular Reviews

Regular communication facilitates addressing any challenges that emerge in the course of service provision. A system of periodic reviews ensures that the vendor keeps up with changing business requirements. For instance, a quarterly progress report discussing service delivery, response times, and customer feedback, offers an opportunity to identify and rectify potential issues early on. This proactive approach to vendor management fosters a stronger relationship and enhances overall service quality.

Cost Management and Optimization

Analyzing Cost Savings with MPS

In managing MPS vendors, analysis of cost savings is integral. Remember, an MPS strategy can prove a concrete avenue for cost reduction, taking on multiple facets. For example, this strategy accounts for tangible savings such as reduced ink and paper usage. Looking at the intangible relief like decreased staff workload and the elimination of device maintenance are also vital.

An MPS vendor can provide detailed reports, giving valuable insight into usage patterns and costs. The first part may focus on hardware costs, illustrating a complete the cost breakdown. The second part digests operational expenses, delving into aspects like power consumption, ink, and paper usage.

Reducing Print Waste and Improving Sustainability

Moving onward, improving sustainability through print waste reduction is an important goal of MPS and cost management. Hence, working with vendors on eco-friendly initiatives isn’t just beneficial for the environment, it’s an imperative action.

By implementing print rules or user quotas, limiting color print, and pulling machines from standby mode only when required, significant savings are achievable. Added to these, duplex printing can half paper usage while also making storage and disposal easier. Therefore, while improving sustainability, costs are driven down, creating a win-win situation.

Regularly Revisiting Cost Structures

Lastly, cost structures need regular revisits, evolving in parallel with changing business needs and market trends. The pricing model that worked for an organization last year might not be advantageous this year. With continuous changes in print technology and broader market factors, it’s crucial to revisit these structures.

For instance, an organization with less in-person working may find remote print capabilities more valuable than high-volume color printers. Consequently, the pricing model should accordingly adapt to factor in these shifts, working collaboratively with the vendor to tweak pricing structures and deliver optimal value within the changing business landscape.

Engaging with MPS vendors effectively enhances and optimizes cost management. By analyzing potential cost savings, reducing print waste and revisiting cost structures, organizations can work towards efficient MPS management.

Enhancing Security and Compliance

As we venture deeper into MPS vendor management, it’s crucial to understand the key role of reinforcing security and aligning activities with compliance requirements.

Implementing Secure Printing Practices

Boosting print security, I find, is among the foundational elements in the management of MPS vendors. Premier-grade MPS providers implement robust security protocols, designed to shield your print environment from potential threats. From password protected printing to encryption of print data, I’ve learned that proactive measures can deter the risk of data breaches.

For instance, secure pull printing is such a practice that demands attention. In this method, print jobs aren’t automatically printed. Instead, users authorize the print job at the printer itself. It minimizes the risk of leaving sensitive information unattended, enhancing overall security.

Ensuring Compliance with Industry Standards

Taking a step further, achieving compliance with industry-specific standards is another crucial aspect of managing MPS vendors. Whether it’s adhering to HIPAA (Health Insurance Portability and Accountability Act) guidelines in the healthcare sector or complying with GDPR (General Data Protection Regulation) standards in Europe, appropriate measures need to be in place.

To illustrate, for businesses operating in healthcare, an MPS provider should make sure that any print activity involving Protected Health Information (PHI) is compliant with HIPAA regulations. Similarly, for European countries, GDPR compliance not only bolsters data security but also helps create a trustworthy business environment. As a rule, selecting an MPS vendor that can display a concrete understanding of these industry-specific regulations is paramount.

Case Studies and Best Practices

Leveraging my knowledge and expertise in MPS vendor management, I’ll delve into pertinent case studies and outline best practices that yield successful results.

Success Stories of Effective MPS Management

Several organizations have reaped the benefits of efficient MPS vendor management. Let’s look at a couple of specific instances:

  1. A large healthcare organization, whose identity isn’t disclosed for confidentiality reasons, effectively managed its MPS vendors, leading to significant cost savings. It reduced its print environment from 70 print servers to just six, saving more than $1 million annually. The keys to its success were stringent vendor performance tracking, regularly revisiting cost structures, and implementing secure printing practices.
  2. An educational institution, again keeping its name confidential, partnered with a MPS vendor to optimize print management in research facilities. The vendor responded with a tailored solution, including installation of state-of-the-art multifunction devices across all campuses. The institution realized a 23% decrease in print-related costs and a reduction in print waste by 12%.

Mistakes to Avoid in Vendor Management

Even with best intentions, mistakes in MPS vendor management can occur. Here are a few examples of what not to do:

  1. Lack of clear SLAs: An e-commerce company experienced issues with its MPS vendor due to vague service level agreements. Following a series of print outages and escalating downtime, the company struggled with lost productivity.
  2. Neglecting Vendor Performance Monitoring: An IT firm faced significant challenges with its MPS vendor as it omitted consistent vendor performance tracking, resulting in cost overruns and unfulfilled service obligations.
  3. Neglecting Security and Compliance: A financial institution faced significant GDPR fines because its MPS vendor failed to meet necessary data protection requirements. This highlights the importance of selecting vendors with a solid understanding of compliance regulations.

Remember, mistakes provide a learning curve. Avoid these pitfalls to optimize your MPS vendor management and yield effective results.


So there you have it. Managing MPS vendors doesn’t have to be a daunting task. With a keen understanding of technical aspects, clear SLAs, and robust performance metrics, you’re already on the path to success. Remember, maintaining open lines of communication, conducting regular reviews, and implementing cost optimization strategies are vital.

Security and compliance also play a key role in MPS vendor management. Adhering to standards like HIPAA and GDPR while implementing secure printing practices can protect your organization from potential risks.

Learning from the case studies we discussed, it’s clear that avoiding common mistakes like unclear SLAs, neglecting vendor performance, and overlooking security requirements can lead to significant cost savings and efficiency improvements.

With these insights, I’m confident you can optimize your MPS vendor management and yield effective results. Remember, it’s all about continuous learning and improvement.