Choosing a managed print provider is a key decision for any business looking to improve efficiency, reduce print costs, and regain control over their document output. But not all providers offer the same level of service, transparency, or support.
Before signing any contracts, it’s essential to understand exactly what you’re getting—and what to look out for. In this guide, we’ll walk you through the key questions to ask and the criteria your chosen provider should meet.
Understand the Full Scope of Their Offering
A reliable Managed Print Services (MPS) provider should offer more than just the delivery and maintenance of printers. The real value lies in a comprehensive solution that covers hardware, software, reporting, and proactive support.
What to ask:
- What exactly is included in your MPS package?
- How do you monitor usage and detect inefficiencies?
How Carden Managed Print helps:
At Carden, our MPS packages include a full print audit, proactive toner delivery, automatic meter reads, and detailed usage reporting. We go beyond just supplying equipment—we optimise your print environment to save time and reduce waste.
Assess Their Approach to Security and Compliance
Modern leased printers are connected devices, and without the right safeguards, they can present real cybersecurity risks. A reputable provider should address data protection and compliance from the start.
What to ask:
- How do you secure data during printing, scanning, and copying?
- Can you help us meet industry-specific compliance requirements?
How Carden Managed Print helps:
Security is built into every Carden MPS deployment. We offer secure print release, user authentication, and encrypted data transmission. Our solutions are GDPR-compliant, and we work closely with clients in healthcare, education, and finance to meet specific compliance needs.
Review Service Level Agreements (SLAs) and Response Times
When a printer breaks down, every hour of downtime can impact productivity. Look for a provider that guarantees fast response times and clear escalation paths.
What to ask:
- What happens if a printer breaks down—how soon will it be fixed or replaced?
- Can I speak directly to a technician if needed?
How Carden Managed Print helps:
We offer guaranteed SLAs and fast onsite engineer callouts. Our helpdesk is UK-based and available to provide remote support and troubleshooting. For urgent cases, we escalate immediately to field engineers to minimise downtime.
Look at Scalability and Flexibility
Your business may change over time—your print solution should be able to adapt with it. A forward-thinking provider will offer flexible contracts and the ability to scale up or down easily.
What to ask:
- How do you handle changes to the number of users or devices?
- Are there upgrade paths built into the contract?
How Carden Managed Print helps:
Carden’s solutions are designed to grow with you. Whether you’re opening new offices or downsizing your fleet, we’ll adapt your service agreement without locking you into rigid long-term contracts. Our flexible packages mean you only pay for what you use.
Evaluate Their Environmental Commitments
A good managed print provider should not only help your business operate more efficiently but also more sustainably. Reducing your environmental impact should be a key part of the service.
What to ask:
- What initiatives do you support to reduce printing-related waste?
- Can you provide reporting on our environmental impact?
How Carden Managed Print helps:
We support eco-friendly printing practices by offering duplex printing defaults, energy-efficient devices, and toner recycling schemes. We also provide quarterly reporting on your usage and carbon footprint to help track progress toward sustainability goals.
Get a Feel for Their Industry Experience and Support
Your provider should understand your industry’s unique challenges and offer hands-on, human support—especially during onboarding and rollout.
What to ask:
- Have you worked with businesses in our sector before?
- How do you support us post-installation?
How Carden Managed Print helps:
We’ve worked with clients across legal, education, healthcare, retail, and more. Our onboarding process includes full installation, user training, and device configuration. You’ll have a dedicated account manager and access to our friendly UK-based support team whenever you need us.
Final Thoughts
A managed print provider should be more than just a vendor—they should be a partner who helps reduce costs, improve productivity, and secure your print environment. When comparing providers, asking the right questions up front ensures you choose one that aligns with your business goals.
At Carden Managed Print, we tick all the boxes—from print security and fast response times to scalable packages and sustainability reporting. We take the time to understand your needs and deliver a solution that works.
Ready to find out more?
Contact our team today for a free print audit or download our “MPS Questions Checklist” to take into your next provider meeting.
