April 15, 2016
More billable hours, fewer errors or missed deadlines, all while optimizing efficiency and minimizing costs — these are just some of the broad-stroke goals that a managed print service (MPS) provider can help a law firm achieve.
If you’re reading this blog, chances are you already know that. In our experience at Marco, small to midsize law firms were early adopters of managed print, and most of them already have experienced first-hand the value a provider can bring. But no two providers are the same or will bring the same ROI. So before I discuss what questions to ask, here is a list of perks you should be able to get from a provider that’s kept up with the times.
What Managed Print Services Can (and Should) Provide Your Law Firm
Keeping your fleet running in tip-top shape while dramatically reducing print costs is a given. Every provider should be capable of doing that. And if they’re doing their jobs well, you shouldn’t have to guess. It should be obvious from the analytics they provide you.
Beyond that, here’s what a provider that’s kept up with technology should be offering:
1. Advanced Disruption Prevention Capabilities
Lightning-fast repair is great. In fact, for most law firms, it’s a necessity. But something even better is now available.
Modern print management software is capable of detecting any signs of wear and tear on internal components that are likely to cause a disruption in the future and alerting your provider in plenty of time to dispatch a technician with the precise part needed before you know anything’s wrong. This software is also capable of monitoring print equipment regardless of its manufacturer, which means you are no longer locked into a particular brand of equipment.
The results: Fewer emergencies, reduced workplace frustration and stress, more flexibility
2. Productivity Enhancers That Pair With Other Legal Technology Solutions
Already have a document management system (DMS) that helps streamline admin tasks and eliminate boring and repetitive “busy work”? Well done. Then you’re going to love this.
Your print provider can also set you up with print management software that can help control and track how documents stored in the DMS are printed. Your new system can enforce policies around who can print what, require authentication before printing, and maintain detailed audit logs of all printing activity.
The results: Get greater accountability and cost recovery capabilities while simplifying compliance and confidentiality.
3. A Leap Forward in Cybersecurity
Modern printers run sophisticated software, store data, and are connected to the internet. And just like other smart devices that share these capabilities, they can be used to launch cyberattacks unless they’re protected.
Not all MPS providers provide print security services, and most charge an additional fee. But when you’re in a highly regulated industry, failing to secure your endpoints — including printers — is no longer acceptable. And if there’s any chance that a networked printer in your organization still has an active default admin password, it’s time to work with an outside specialist.
4. Sustainability You Can Prove
Is your firm committed to going green? Sustainability is increasingly important to potential clients, investors, and stakeholders, and not only can green practices represent an additional competitive advantage, but depending on the provider you choose, they can make it easier.
Some MPS providers have taken the additional step to partner with PrintReleaf — an organization that can help neutralize your firm’s paper footprint by planting new trees in a certified global reforestation project. If you’re currently searching for a provider, you can find participants here. (Yes, you’ll also find ours.)
3 Questions You Should Ask a Legal Print Technology Provider
Your firm might not need all of the perks I outlined above, but before you sign anything, it’s important to know the answers to all of these.
How Timely Is Your Repair and Maintenance Process?
Proactive, predictive maintenance is a good thing, but accidents can still happen, and cutting-edge features will never compensate for poor customer service.
Before selecting your managed print provider, ask about their response time and first-call effectiveness. It's important to know if a printer or print network goes down that you won’t be left waiting and affecting your firm’s productivity. In this day and age, qualified print technicians are increasingly rare, and so is a provider who can guarantee the response time you need.
What Level of Customer Service Is Available?
Your standard managed print services contract will typically provide the following: support, tracked toner replacement and delivery, and comprehensive usage reports to keep your print network running at peak performance. For most industries, this level of support is ideal, but the legal industry has unique needs.
For firms requiring a higher degree of print management from their provider, Marco offers a “white glove” service plan. This plan leaves even minor print support tasks outsourced to a Marco representative. It is the ideal plan for legal firms where their staff’s time is better spent on client casework rather than replacing toner cartridges.
How Will You Work With Our IT Department?
Every organization works a little bit differently. But for fast-paced environments in specialized industries, it’s vital that your print provider understands how you work, and is not only willing to accommodate that but can also bring industry expertise to the table.
So before you sign, make sure your provider’s ticketing system is a good fit for your firm and that they are committed to making life easier for your IT team — not harder.
Managed print is always an investment, and the ROI you get from a provider will depend greatly on their answers to these three questions. But if you’re in the market and you’d like a quick quote, we’ve made that easy. Just click the link below!
