Enhancing MPS Efficiency: The Ultimate Guide to Innovative Staff Training Techniques

In the ever-evolving world of Managed Print Services (MPS), it’s crucial to stay ahead of the curve. That’s where effective staff training techniques come in. I’ll be shedding light on some of the most effective strategies for MPS staff training, laying a strong foundation for a more productive and efficient team.

Through years of experience in the MPS industry, I’ve discovered that the right training can transform an average team into a high-performing one. Let’s dive into the world of MPS staff training techniques and explore how they can elevate your team’s performance.

So, if you’re looking to boost your team’s efficiency, stay tuned. You’re about to discover some powerful insights that could revolutionize your approach to staff training in the MPS industry.

Understanding MPS and Its Importance in the Workplace

In our quest to boost team efficiency in the Managed Print Services industry, it’s important to have a profound understanding of what MPS is and what its significance is in the professional landscape.

What Is Managed Print Services (MPS)?

Managed Print Services, commonly known as MPS, is a service provided by external providers to manage a company’s document output. The main components of this service are the needs assessment, selective or general replacement of hardware, and the service, parts, and supplies needed to operate the new or existing hardware (often printer devices). A key aspect of MPS is its attention to – and implicit improvement of – business processes related to how documents and information are managed.

The Impact of Effective MPS on Business Efficiency

Efficient utilization of Managed Print Services can have a significant impact on a business’s efficiency. Firstly, it aids in reducing costs. By managing document output, MPS streamlines business operations and eliminates unnecessary printing. This, in turn, saves money on paper, ink, and printer maintenance.

Secondly, MPS saves time. Employees devote less time to dealing with print-related issues, thus freeing them to focus on their core tasks. Additionally, efficient MPS practices can improve a company’s IT function. With an expert MPS provider, businesses alleviate the burden software issues, driver updates, and hardware problems place on the IT department. Managed Print Services effectively liberate the IT team to focus on more strategic tasks.

Ultimately, efficient MPS practices translate to improved productivity. It’s an undeniable reality: an effective MPS strategy can transform businesses by boosting their overall efficiency. In the following sections, we’ll delve deeper into MPS staff training techniques that can help leverage these benefits to their full potential.

Essential MPS Staff Training Techniques

Understanding vital MPS staff training strategies can strongly influence team efficiency, cost reduction, and improved business processes. Let’s delve into crucial techniques designed to bolster the capabilities of an MPS staff member, reinforcing both theoretical understanding of their roles and practical application of MPS tools.

Onboarding and Foundational Training

The heart of an effective MPS staff training starts from the very beginning – the onboarding process. A well-designed induction program, focusing squarely on the main elements of MPS, ranks high in my list of successful training approaches.

For instance, an introduction to MPS services – like document output management or automated business processes – offers staff a solid grounding. From here, they can comprehend the detailed aspects of these services and how they convert into benefits for customers. Then, with the core principles in place, an MPS employee can make informed decisions and provide expert solutions in their day-to-day functions.

Continuous Learning and Professional Development

Unlike stagnant models of training, continuous learning supports ongoing professional development for MPS personnel. Firmly, I believe that this takes the training experience to a different level, enabling staff to stay updated with rapidly changing MPS technology and trends.

Let’s take the example of various certification programs in the MPS service sphere. These programs don’t just add value to the employee’s resume, but they also lead to a deepening understanding and proficiency in the MPS field. It’s the ideal platform for someone willing to hone their MPS skills and set new performance goals.

Hands-On Training with MPS Solutions

Complementing the theoretical training with practical, hands-on experience in dealing with MPS solutions stimulates deeper proficiency in MPS staff. This method invokes experiential learning, providing a tangible connection between theoretical knowledge and actual tools used in the business environment.

For instance, allowing your staff to navigate an MPS software, perform simulations, and problem-solve hypothetical scenarios, anchors the skills they’ve learned. Don’t forget, it’s this hands-on practice that truly galvanizes the staff’s understanding of the MPS workflow and its impact. Remember, the crux of your MPS staff development fares better with a blend of both theory and practice.

Key Areas of Focus in MPS Training

Here, we delve into critical areas necessitating staff training, contributing to optimal performance in managed print services (MPS). I won’t be opining or adding fluff, merely presenting clear, concise, and integral information on the pivotal facets of MPS training.

Technical Skills and Troubleshooting

One of the vital skills MPS staff must master pertains to technical knowledge and troubleshooting. It involves grasping the ins and outs of printer hardware, understanding software applications for managing print services, and being proficient in identifying and resolving technical issues. Consider an MPS staff member who efficiently diagnoses a printer malfunction, say, a persistent paper jam, and rectifies it with swift precision. That’s an instance of technical skill and troubleshooting in action.

Customer Service and Communication

Next in line comes customer service and communication. These skills, often overlooked, play an intrinsic role in the MPS industry. Staff members must possess strong communication abilities, allowing them to explain complex technical concepts in simple, accessible language. Similarly, solid customer service skills ensure they can handle queries, complaints, and requests efficiently. For instance, an MPS staff member, when faced with an irate client due to a recurring printing error, doesn’t just fix the issue, but communicates effectively, assuring the client and turning a potential confrontation into a positive interaction.

Sales Training and Account Management

Another pivotal part of MPS staff training revolves around sales and account management. These capacities allow staff to support the sales team, where they can play crucial roles in cross-selling and upselling print services. Furthermore, skills in account management equip them in maintaining strong client relationships, effectively managing accounts, and ensuring customer satisfaction. An example includes an MPS staff member identifying a client’s increasing print needs and successfully recommending a more comprehensive print package, boosting the company’s revenue and maintaining the client’s satisfaction.

Evaluating the Success of MPS Training Programs

To optimize MPS staff training, we must observe the effectiveness of our programs. Effective evaluation ensures we’re delivering impactful training that drives performance improvement.

Setting Measurable Training Goals

Setting clear, quantifiable training goals permits valuable assessment. For instance, a goal might be for a team member to resolve 90% of technical issues within a 15-minute window. Additionally, enhancing communication skills may involve improving average customer service ratings to 4.5 out of 5. Further, sales training could set a target for each trainee to convert 40% of leads into active clients. Practical, measurable goals like these enable attentive monitoring of training effectiveness.

Feedback Mechanisms and Performance Reviews

Performance reviews provide essential data. Conducting regular reviews allows for feedback collection on both individual performance and training program effectiveness. Utilizing tools such as 360-degree feedback questionnaires, we capture comprehensive insights into employee performance. For example, if employees consistently underperform in a given training task, it might indicate a shortfall in the training process rather than in individual proficiency.

Utilizing Training Metrics and KPIs

Training metrics and Key Performance Indicators (KPIs) play an undeniable role in evaluating MPS training program success. We might track quantitative metrics like the number of completed training modules, average scores on post-training assessments, and time-to-competency. Additionally, KPIs such as client retention rate, ticket resolution time, and sales conversion rate reflect training effectiveness. Together, these metrics provide clear, concise insights into training outcomes, allowing us to continually refine our MPS training programs.

Leveraging Technology in MPS Training

Technological advancements continue to reshape the dynamics of staff development within the MPS industry. As such, exploring these opportunities becomes pivotal for successful training regimes.

Online Learning and E-Learning Platforms

In the digital age, we’re pushing the traditional bounds of staff training by embracing online learning platforms. I advocate for the use of these platforms in the MPS industry, given their convenience and wide access. We immerse our staff in interactive and engaging training materials with platforms like Coursera and LinkedIn Learning. For example, courses on equipment handling, document security protocols, or customer engagement have proven effective. This sort of flexibility allows us to deliver real-time, relevant content that can enhance staff competence in performing their roles.

Simulation-Based Training Tools

Simulation-based training tools have surfaced as a dynamic method of instruction in the MPS industry. By adopting such tools, we offer staff a unique training experience. Simulators, for instance from companies like Simutech, replicate real-world situations — be it troubleshooting a printing fault or managing print traffic. These immersive experiences not only fine-tune the employees’ technical abilities but also elevate soft skills such as problem-solving and decision-making.

Integrating Mobile Learning for On-the-Go Staff

In today’s fast-paced world, we’re acknowledging the need for flexible methods of training that cater to the on-the-go lifestyle of many MPS staff. Mobile learning, also known as m-learning, is on the upswing. Platforms like Google Classroom and Udemy are optimized for smartphones, putting impactful training in the palms of our staff, wherever they are. For example, staff can complete a module on advanced printing techniques or catch up on safety compliances during a lunch break or a commute. This integration fosters continual learning and enables the staff to stay ahead of printing innovations, contributing to an agile and efficient MPS workforce.

Challenges in MPS Staff Training

Despite the benefits of an effective training program in the Managed Print Services industry, implementing one is not without challenges. Here are some of the primary challenges faced:

Keeping Up with Technological Advancements

Arguably, one of the most significant challenges in MPS staff training is the pace of technological evolution. In an industry driven by technology, equipment and software constantly update, and training programs must adapt accordingly. For instance, the shift from traditional printing to cloud printing required staff to understand a new set of skills in a short time. The rapid evolution of machines, software, and apps necessitates regular updates in training content and methodologies. In essence, a static training program will not suffice in the MPS industry, and the struggle lies in consistently revising the curriculum to remain in line with the latest technologies.

Addressing Varied Learning Styles and Needs

Another challenging aspect is the diversity in learning styles and needs among staff members. Some individuals prefer visual aids, others learn better through auditory materials, while kinaesthetic learners best grasp information through a hands-on approach. In addition to the varied learning styles, the multigenerational workforce introduces a mix of digital natives and digital immigrants further complicating the training process. For example, millennials might appreciate technology-driven learning platforms such as Coursera or LinkedIn Learning, whereas older generations may prefer traditional classroom-based training. Consequently, a uniform MPS staff training program is unlikely to cater appropriately to all, and the challenge lies in designing flexible training programs that align with individual learning styles and needs.

Ensuring Consistency Across Multiple Locations

Consistency in staff training becomes more complex for MPS companies that operate across multiple locations. In global organizations, factors such as different time zones, languages, cultural norms, legal requirements, and infrastructure can influence the effectiveness of training programs. For instance, an English-based online training module launched at 9 a.m. Eastern Standard Time may not be feasible for staff in non-English speaking regions or different time zones. Thus, ensuring the uniformity of knowledge and skill sets across all locations is a significant challenge in MPS staff training.


It’s clear that effective MPS staff training is vital to enhance team efficiency and streamline business processes. We’ve learned that a successful training program isn’t just about imparting technical skills, but also about honing customer service and sales abilities. We’ve also seen the value of evaluation through measurable goals and feedback mechanisms. Yet, it’s not without its challenges. The rapid pace of technological change, diverse learning styles among staff, and the need for consistency across global operations can make MPS staff training a complex task. However, these hurdles only emphasize the need for dynamic, adaptable training programs. By embracing these, we can ensure our training initiatives are not just reactive but proactive, setting the stage for success in the MPS industry.