Category: Copiers/Printers

Most of us have experienced a malfunction or a failure of some kind where all it mattered was to fix the issue quickly. In this situation, you rarely have time to do proper research on the individual or company servicing the malfunctioning object. But when it comes to a service businesses rely on daily, like printer service, owners can greatly benefit from finding the right provider to jump in when something goes wrong. Make this a long-term relationship, and chances are nothing will go wrong thanks to regular maintenance.

That’s why you should carefully choose the best printer service provider for your business. Follow these tips when making the final decision, and your printer will be taken care of by professionals who know exactly what they’re doing.

How to Find the Best Printer Service Provider for Your Business

You might think that getting the job done is all it matters when choosing a printer service provider. However, this is just the bare minimum. Here’s what you should look out for.

Consider Only Technicians With Experience and Expertise

For a relatively compact machine, a lot can go wrong with a printer, especially if your business owns multifunction printers. For this reason, you’ll want to hire technicians with experience with a wide range of issues and the skills to resolve them promptly. Otherwise, you’re just wasting valuable time and money waiting for the technician to figure out what’s happening or for backup to arrive.

Ideally, your printer service provider will have technicians experienced with all the major brands, printer models, and various add-ons that come with the more modern machines.

Expect Minimal Response Times and Seamless Communication

Even in the digital age, many businesses heavily rely on printers to efficiently handle paperwork, produce documents, and maintain essential records. Now imagine the office printer breaking down before you can print the agenda for today’s meeting, a contract for the new hire, or crucial financial reports for the board of directors. You’ll want the issue to go away as quickly as possible, right?

That’s why it’s crucial to hire a printer service provider with a dedicated help desk to help you troubleshoot the issue. Some issues can probably be resolved on the spot via phone or digital assistance. For those that can’t, you’ll want a provider that can guarantee an on-site visit the same day, preferably within hours of placing the service call.

Look for Proactive Upkeep of the Printer

Sure, it’s great to have a reliable provider that will swoop in when something goes wrong and fix it promptly. But do you know what’s even better? Avoiding the issue altogether!

Of course, a malfunction-free service life can’t be 100% guaranteed. But working with a printer service provider that offers proactive upkeep of your machines minimizes the risk of dealing with unexpected breakdowns.

The exact frequency will be defined by your contract with the provider, but these regular maintenance visits will significantly enhance the longevity and efficiency of your printers. This ultimately saves your business time and money.

Insist on an Online Portal

As responsive as your printer service provider’s customer support service is, nothing beats having instant access to information and resources. With an online portal, you can put in non-urgent orders and service requests without wasting time on calls and emails.

At the same time, your provider can use this portal to provide you with detailed information about their actions and suggest how to use your printer more effectively.

Don’t Settle for Anything Less Than Pleasant Interactions

While not crucial for the functioning of your printer, there’s nothing wrong with expecting a positive experience with your printer service provider. This applies to everyone in the communication chain, from the customer support representative filing your service call to the technicians that show up at your offices.

There’s no need for anything over the top, just a positive attitude, a smile, and a willingness to help.

Expect 100% Transparency

You might think transparency is a given, but many shady companies are looking to profit on business owners not reading their contracts carefully. Of course, going through any contract item by item is always a must. But the win here shouldn’t lie in catching a dubious clause before signing the contract. The win is finding a printer service provider who isn’t “out to get you” in any way.

What does this mean in practice?

It means no hidden fees and unexpected charges, exaggeration regarding the necessary services, error cover-ups, or ambiguous fine print.

A trustworthy printer service provider will ensure clear communication and honest terms and deliver quality service without compromising your trust. Feel free to ask questions and discuss any uncertainties before signing a contract to ensure you’re entering a mutually beneficial partnership with no unpleasant surprises in the future.

Look for a Nearby Provider

Expecting minimal response time from your printer service provider only works if the provider in question is located near your offices. Otherwise, the distance will primarily dictate how fast they can reach you in case of emergency repairs.

If your business has several branches, look for providers that cover multiple locations. This way, the printers in your branches will be attended to as quickly as those in your headquarters, allowing seamless workflow across all your business locations.

How to Look for the Right Printer Service Provider for Your Business

Now that you know what to look for, you might wonder about the “how” part. How can you ensure your chosen provider truly meets all the criteria from this guide?

The answer is simple – research, research, research!

Use the tips from our guide as a checklist and start researching potential candidates. Word of mouth still holds immense power, so start by asking your friends, family, and business partners for recommendations. Continue by googling the appealing printer service providers, reading the reviews and testimonials, and doing a deep dive on their website.

As the final step, you can contact the provider directly and schedule a consultation or a meeting to discuss your specific needs, inquire about their services and pricing, and get a feel for their customer service.

A Wise Choice

Let us save you some time if your business is located in New York, Totowa, Pennsauken, Edison, or Fort Washington – Docutrend is the way to go. Docutrend can help you with all things printers (and that’s just the beginning!). Reach out to our wonderful representatives today to learn more about our services.