How to Choose the Right Managed Print Service Providers for Your Business in the UK
- Jan 23
- 4 min read
In today’s demanding business landscape, managing your organisation’s printing infrastructure efficiently is essential. Many companies across the UK are turning to managed print services (MPS) to reduce costs, streamline operations, and improve security.
However, choosing the right partner is critical. This guide explains what to look for when selecting a managed print service provider in the UK and how the right decision can deliver long-term value for your business.
Understanding What Managed Print Providers Offer
A managed print provider is responsible for overseeing and optimising your printing environment. This typically includes:
Supplying and maintaining printers and multifunction devices
Monitoring print usage and performance
Managing consumables like toner and paper
Implementing secure print workflows
Providing detailed usage reporting and analytics
Importantly, the right provider will tailor their services to suit your organisation’s structure, industry, and future growth plans.
For example, a provider familiar with compliance requirements in the legal or healthcare sectors will offer more appropriate support than a generalist.
Key Criteria When Choosing a Print Provider
When selecting a provider, it’s important to consider the following:
Comprehensive Service Offering
Do they offer a complete solution — from device supply and installation to support, maintenance, reporting, and security?
Up-to-Date Technology
Are their hardware and software solutions current and compatible with your existing IT infrastructure? Do they support cloud-based printing, mobile access, and remote working?
Data Security
Do they provide secure print release, user authentication, and compliance with UK data protection laws?
Environmental Responsibility
Do they offer energy-efficient equipment, waste-reducing practices, and support your organisation’s sustainability goals?
Customer Support
Is their support responsive and clearly defined in service level agreements (SLAs)?
Customer Feedback and Reviews
Always check Google reviews and other online platforms to understand how other businesses have rated their service and support. Look for consistent, recent, and positive feedback.
A Step-by-Step Process for Evaluating Providers
To make the right decision, take the time to follow a structured approach:
Define Your Requirements
Identify your current printing volumes, types of devices required, number of locations, and specific features you need (e.g. secure printing, colour vs mono, scanning).
Request Detailed Proposals
Ask for itemised quotes that clearly explain monthly costs, what’s included, and upgrade or exit options.
Read Independent Reviews
Look for verified Google reviews and testimonials to get an idea of real-world performance and customer satisfaction.
Assess Technology and Compatibility
Ensure the provider’s software integrates with your existing systems and that they can offer future-proof solutions.
Evaluate Flexibility and Scalability
Choose a provider who can adapt to your business as it grows, offering options to expand or reduce services without penalty.
Reviewing detailed cost proposals from print service providers
Understanding the Cost of Managed Print Services
The cost of managed print services can vary depending on your print volume, hardware requirements, and the service level provided. Common pricing models include:
Per-page pricing: A charge for each page printed, ideal for managing usage.
Flat-rate monthly fees: Covers all services, hardware leasing, and consumables, providing predictable budgeting.
Pay-as-you-go: Charges based on usage, useful for businesses with fluctuating needs.
Make sure to assess the total cost of ownership, which includes maintenance, toner, software licensing, and support — not just the headline monthly fee.
A slightly higher cost can often be justified if it includes faster response times, security features, and proactive support.
Key Advantages of Working with a Professional MPS Provider
Partnering with a trusted managed print service provider delivers a range of benefits beyond cost savings:
Increased efficiency: Less downtime and fewer disruptions with proactive maintenance and remote monitoring.
Enhanced document security: Features such as encrypted data transmission and user authentication protect sensitive information.
Sustainability: Eco-conscious equipment and paper-saving strategies reduce your environmental impact.
Scalability: Services can be tailored and expanded to meet changing needs.
Data insights: Access to detailed reporting supports better decision-making and cost management.
For example, a mid-sized financial services company introduced secure print release through their provider and cut uncollected print volumes by 40%, improving both compliance and savings.
Building a Long-Term Partnership
Choosing a provider is just the beginning. To maximise value, build a collaborative, long-term relationship.
Consider these best practices:
Set clear expectations from the outset, including performance targets and response times
Keep communication open, with regular reviews to identify improvements or changing needs
Use reporting tools to track usage, identify trends, and uncover inefficiencies
Stay up to date with new technologies and innovations your provider can offer
Negotiate flexibility so your contract can evolve as your business does
Conclusion: Making the Right Choice for Your Business
Selecting the right managed print services provider in the UK is a strategic decision that affects every part of your business — from finances to workflow to compliance.
By following a structured evaluation process, considering long-term value, and prioritising providers with strong reviews and modern solutions, you can ensure your print environment supports your operational goals.
Ready to streamline your printing?
MPS UK provides scalable, secure, and cost-effective print management solutions tailored to your needs. Contact us today!
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