The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.


Questions to Ask Your Next Office Equipment Provider, Part 2

questions to ask your next office equipment provider

Is your partner strategic or tactical? You want a partner who keeps on top of changing technology trends and can adapt new technology and strategies to help you succeed in the future.

Pursuing a managed print services strategy with an office equipment provider is a big investment in time and money. It’s critical that you take the time to ask the right questions of your potential partner – and that they give you honest answers!

We already wrote about seven critical questions a few weeks ago (Crucial Questions to Ask Your Next Equipment Provider, Part 1); here’s part 2.

How secure is the hardware?

Today’s multifunction copiers, printers, scanners, and faxes are all IP addressable – which means they are potential points of entry for hackers. Additionally, copiers also have internal hard drives for catching and storing print jobs. Question your provider closely about their understanding of document and network security.

Mobile Support

We all carry fantastic productivity devices with us everywhere we go – our smartphones. Does the provider have a plan to securely support mobile print and mobile workers?

Document Workflow and Automation

Anyone can replicate an existing business process. Does your provider have the expertise to suggest process improvements and possible workflow automation?

Office Feng Shui

Proper placement of office equipment can improve productivity. Can they help you identify the optimal locations to place the MFPs and printers in your office?

How am I doing?

What analytics and reports will be shared to identify bottlenecks and areas of improvement?

Can you work with my IT team and infrastructure?

Will new hardware, any required software, and apps work within your current network and infrastructure WITHOUT disruption or creating gaps in your network security? Look for a partner who understands that office equipment is part of an overall IT strategy, not a stand-alone purchase or lease.

Can you manage all of my equipment?

Will you have to maintain separate contracts for maintenance of existing equipment or can your new partner manage all devices, regardless of manufacturer?

Are they serious about helping you print less?

A managed print services strategy means strategically reviewing document output across an organization, which can mean less printing. Are they really going to help you print less and more effectively or are they leading you to buy more toner?

Environmental Sustainability

I think of this one as the Kermit the Frog question, how green can your provider help you be? While your particular company may not have a board-driven mandate to focus on green initiatives, environmentally-friendly efforts are often equally good for the bottom line.

Can the provider help you with an overall print management strategy? A print management strategy will help to save costs on printing – saving the “green” in your wallet. Using less paper, toner, electricity, etc. are also “green” for the environment. Any provider you work with should go over energy efficient devices and be able to share tips for decreasing equipment’s’ energy consumption during out-of-office hours.

Finally for environmental sustainability, how do they dispose of outdated equipment? Responsibly through recycling or via a landfill?

Can I talk to your existing customers?

Your potential partner should have a referral list of companies that can answer your questions about what they’re really like to work with.

Finally, can you grow with me?

Is your partner strategic or tactical? You want a partner who keeps on top of changing technology trends and can adapt new technology and strategies to help you succeed in the future.

Topics: Printer Management Multifunction Copier Managed Network Services Productivity Tips and Tools