For many businesses throughout Northern California—whether based in Redding, Chico, Eureka, or surrounding communities—managing office printing seems straightforward until hidden costs, inefficiencies, and maintenance headaches begin to accumulate. Print-related issues often go unnoticed. Yet, the reality is that unmanaged print environments can lead to wasted resources, inconsistent workflows, and security vulnerabilities.
That’s where Managed Print Services (MPS) come into play. The right MPS provider can save organizations time, streamline operations, and reduce costs. But with so many providers offering seemingly similar services, how do you choose the one that best fits your needs?
Below, we outline a step-by-step guide to selecting an MPS partner that aligns with your business goals and provides a reliable foundation for your document management and workflow modernization initiatives.
Step 1: Start with a Print Assessment
Choosing the right MPS provider begins with understanding your current print environment. A quality provider will offer a comprehensive print assessment to analyze your device usage, operational costs, and workflow bottlenecks.
Ask potential providers:
– Do you offer a no-obligation print assessment?
– What areas do you evaluate—device utilization, supply usage, maintenance trends, or cost per page?
– How will this assessment inform a proposed strategy?
A thorough print assessment should reveal underutilized devices, redundant printer placements, and print volumes by department—key data points that enable the service provider to tailor a plan that aligns with your business needs.
Step 2: Evaluate Service Capabilities and Scalability
Not every provider is equipped to support businesses at different growth stages or across varied IT environments. Your MPS partner should offer scalable services that align with your current printer fleet, future expansion plans, and digital transformation goals.
Critical capabilities to consider:
– Automatic supply replenishment and proactive maintenance
– Integration with existing network and document management systems
– Scalable service plans for multi-location support
– Clear Service Level Agreements (SLAs) outlining uptime commitments and response times
Ask:
– Will the same level of service be available if our business grows or contracts?
– What guarantees are included in your SLA?
– Who do we contact for service or questions, and how quickly can we expect a response?
Engaging in these specifics will help you uncover whether the provider’s service model is flexible and responsive enough to meet your ongoing needs.
Step 3: Prioritize Print Security Features
With increasing regulations and threats to sensitive information, print security is crucial and cannot be overstated. Many businesses in the legal, healthcare, education, and financial sectors in Northern California face compliance requirements, including HIPAA, FERPA, and CCPA.
Ask providers:
– What print security protocols do you implement?
– Do your solutions support secure release printing or user authentication?
– Can we monitor and manage user access to sensitive documents?
Look for workflow management solutions that include audit trails, encryption, secure print release, and user-level access controls—features that protect both data and infrastructure without adding complexity to your team’s daily routines.
Step 4: Consider Local Support and Long-Term Partnership
A strong MPS provider is more than a vendor—they’re a partner. Especially for businesses in regions like Eureka or Chico, where timely service and on-site support are essential, working with a local provider who understands your business environment is invaluable.
Why local matters:
– Faster on-site service and part delivery
– Better understanding of regional regulatory and business conditions
– Ability to work face-to-face when needed
Ask:
– What does your local support team look like?
– Where is your nearest service center?
– Can you provide references from other clients in Northern California?
The provider’s reputation, accessibility, and ability to build a responsive relationship with your team should be as impactful as the technology they deliver.
Make the Right Investment in Your Print Strategy
Selecting the right Managed Print Services provider isn’t just about cutting print costs—it’s about transforming how your business handles document workflows, security, and productivity.
By focusing on real-world factors—such as needs-based assessments, flexible services, security-first solutions, and responsive local support—you can make an informed decision that adds long-term value.
At Coastal Business Systems, we’ve helped organizations throughout Northern California optimize their print environments and modernize their operations through trusted, well-executed Managed Print Services. We invite you to evaluate your current systems with our expert team and discover opportunities to enhance office efficiency, minimize waste, and safeguard your data.
Let’s build a more innovative, more secure print strategy—together. Contact Coastal Business Systems today to schedule your print environment assessment.