If you are looking to lease a multi-function printer for your office then you will want to find a provider who not only offers a good price but supplies you with the service you need to make the most of your equipment.

Do they carry out an audit?

It’s difficult to recommend the right MFP solution if you don’t know what it is being used for. A good company should undertake an audit of your existing print provision, how much you use, what you use it for, and whether there are other money saving solutions such as sending to a portable device rather than printing off. The audit should give you a general idea of how you can save on paper costs, reduce your carbon footprint, and improve the efficiency of your office.

Do they discuss all the possibilities with you?

Following on from the audit, there should be a number of ways in which your print service provider can advise how to improve your system. If they seem to be proposing a one size fits all solution then they may well be more interested in their commission on the latest MFP than what is actually best for your business.

Is there choice?

Yes, many print providers have contracts with specific manufacturers such as Ricoh, Sharp, Xerox or HP but they should have a range of options and models that suit different needs and budgets.

Is it the right price?

Once you have factored in the cost of consumables and everything else, the price needs to be within your operating budget. Cheaper is not always better – you need to take into account the full service that you are being offered and whether it is worth the cost.

Make sure to read the small print on any contract for an indication of hidden costs that are not mentioned in the initial sales patter.

Are they easy to contact?

Those value added services that we all expect nowadays are important when considering your supplier and whether they are continuing to do a good job. The first and foremost of these is the ease of contact. If they have a service number that is permanently engaged or it’s difficult to find the right person to talk to, then you may well want to look elsewhere.

Top tip: Look for a named contact who you can build a relationship with.

Are the right training materials in place?

There’s no use having a top of the range multi-function printer if no one knows how to use it. There should be adequate training either from an individual from the leasing company or via the internet and easy to read training manuals. Many MFPs nowadays have smart displays that make it easy to find out how to do something new.

Is there regular maintenance?

Like all machines, multifunction printers will break down on occasion. Regular maintenance and servicing can make all the difference between a device that perpetually breaks down and one that does its job when you need it to.

What does the future hold?

Hopefully, if you choose the right provider you will be entering into a long term and mutually beneficial relationship. Before you sign on the dotted line, it’s a good idea to explore not only your current needs but your future ones too. For instance, if your business expands then what provisions do the leasing company put in place for upgrading equipment? And what would be the extra cost?

If your current provider is difficult to contact, rarely seen but likes to bill you for consumables, and has no interest in your future, then you might like to begin looking around for a better deal. Many businesses are now offering a more holistic approach which has more to do with building a long standing relationship rather than one based purely on profit and selling X numbers of a particular model to make their commission.