Choosing the Perfect Print Partner: Key Considerations

If you’re on the hunt for expert guidance in selecting a print solutions provider, you’ve landed on the perfect resource.  

Print solution providers range from big box brands with individual customers who don’t own their own print devices, to local dealers and global manufacturers that manage and service vast printing fleets for large organizations. 

As a leading privately owned print management solution provider in Maryland and now nationally, Advance frequently addresses inquiries about the key factors to consider when choosing a provider. We recognize that not every option, including ourselves, is a universal fit for all organizations, so we hope this article will provide considerations to help you choose the right print solution provider for your unique needs. 

Understanding Print Solution Providers 

Simply put, a print solution provider is a business that offers printing services or print hardware sales and service. As an example, a FedEx Office location is a printing services provider because they can provide print options for customers who don’t own a print device capable of meeting their print needs (like a production printer or wide format printer). 

Other print solutions providers sell printing hardware (like multifunction copiers and desktop printers), as well as service. This is ideal for organizations that can’t afford to waste time when their print device(s) malfunction, and who also seek to manage the cost of their printing more closely. 

Organizations seeking the latter of these two providers are most likely to choose a local dealer or print manufacturer to ensure their printing and service needs can be met. 

Key Factors When Selecting a Print Solutions Provider 

1. Printer Brand Selection

For organizations with specific preferences, such as marketing agencies that do a great deal of printing or healthcare institutions who cannot afford downtime, the choice of printer brands can be critical. Whether it’s desktop printers or copiers, flexibility in selecting your preferred brand ensures customization within your print fleet.  

Copier dealers provide a range of brand options and therefore have a slight edge in brand flexibility over manufacturers. This advantage allows organizations to tailor their choices to their specific preferences. However, for larger organizations spanning multiple locations and states, concerns may arise about the adequacy of a copier dealer’s ability to meet extensive service needs and geographic demands. 

2. Footprint of Your Organization

For businesses with a limited number of locations, opting for a local dealer offers seamless service and potential advantages over manufacturers. Local dealers, unrestricted by decisions affecting external stakeholders like investors, can prioritize customer-centric choices. 

In contrast, larger enterprises with extensive employee bases across multiple states have the flexibility to explore beyond exclusive partnerships with manufacturers. Many local copier dealers, integrated into expansive national networks, can efficiently cater to companies operating across diverse locations. Notably, select private copier and print dealers, such as Flex Technology Group (Advance’s affiliation), maintain a nationwide presence, ensuring widespread coverage without compromising the freedom to select preferred printer brands. This strategic approach enhances accessibility and choice for businesses seeking comprehensive print solutions. 

3. Volume of Printing

Regardless of your chosen printer brand or the size of your organization, the volume of your printing operations may just be the most important factor to consider. Some manufacturers and dealers impose limitations on the range of print devices they offer. For instance, if your business engages in substantial printing, ranging from 300,000 to 1,000,000+ documents per month, you might consider a production printer, particularly when faced with fluctuating volume demands. 

Smaller machines often struggle to cope with high printing demands, posing risks to both uptime and the lifespan of your print devices. Ignoring this reality may compromise the efficiency of your operations. If your organization falls into this category, it’s imperative to ensure that your chosen devices can handle the required volume. Avoid the temptation to opt for a solution that might be strained by your print demands simply to secure a lower upfront cost on hardware. Prioritizing the right devices aligned with your printing volume is essential for maintaining optimal performance and longevity. 

What are Managed Print Services (MPS)? 

Numerous print solution providers claim to offer managed print services (MPS), but the true essence lies in four key offerings: 

• Brand Neutrality: Flexibility to use print devices that suit your organization’s needs. 
• National Network: Service and sales branches accessible regardless of size or location. 
• Informed Decision-Making: Collaboration through data-driven insights and communication with any device and brand. 
• Single Point of Contact: Simplifying service and billing with a unified contact point. 

Few organizations meet the comprehensive criteria required for optimal managed print services (MPS). These providers vary in scope, with some catering to regional needs while others boast a truly national presence. 

Managed print services, offered by copier/printer dealers or manufacturers, are designed to streamline an organization’s printing fleet management. While technically any vendor servicing print devices can be considered MPS, the range of services differs significantly among providers. 

Manufacturers excel at servicing large enterprises with nationwide locations; however, their limitation lies in offering only a singular brand of devices for purchase. On the other hand, local dealerships provide a wider array of printer and copier brands, offering consumers more flexibility in device selection. However, the drawback is that many local dealers may lack the scale to effectively manage service needs for nationally spanning companies. 

The decision between a local copier dealer and a manufacturer or larger dealer hinges on your organization’s specific needs. A smaller operation seeking brand flexibility may find a local copier dealer suitable. In contrast, if nationwide support is crucial, a manufacturer or larger dealer might be the preferred choice. 

However, there are alternatives to these scenarios – privately owned print providers with sufficient scale to service nationwide locations. To strike the perfect balance, opt for a provider capable of servicing any brand, with branches throughout the U.S. This ensures nationwide coverage while still providing a unified experience with a single point of contact for service and a consolidated monthly bill. The key lies in finding a company that seamlessly combines brand flexibility, nationwide reach, and streamlined management for optimal managed print services tailored to your organization’s unique needs. 

In Conclusion 

Of course, budget considerations are crucial, however, a comprehensive evaluation of your options is equally essential. If you have further questions or wish to explore the offerings of print solutions providers, we are here to assist and share our extensive knowledge gained over six decades. Reach out to the team at Advance Business Systems today at 410-252-4800.