Overcoming Challenges in Managed Print Services (MPS) Implementation for Business Growth

Implementing Managed Print Services (MPS) can be a game-changer for many businesses. It’s a strategic move that can streamline operations, cut costs, and enhance productivity. But like any significant change, it’s not without its challenges.

In this article, I’ll delve into some common MPS implementation problems and offer solutions to overcome them. So, whether you’re just considering MPS or you’re in the thick of it, you’ll find actionable insights to make your journey smoother. So let’s gear up to tackle these hurdles and make the most out of your MPS implementation.

Understanding MPS Implementation Challenges

To accurately address the implementation problems of Managed Print Services, one has to first thoroughly comprehend the inherent hurdles. In the following subsections, I will delve into the prevalent pitfalls associated with MPS implementation and their implications for various business processes.

Identifying Common Pitfalls

Notably, implementation of Managed Print Services isn’t a walk in the park. Businesses commonly encounter certain obstacles when transitioning to this efficient model of operation. Firstly, lack of awareness regarding the full functionality of MPS can result in underutilization of its potential. For example, erroneous perceptions around MPS often limit its usage to mere print management, overlooking its capabilities in areas like workflow automation and improvement of document security.

Secondly, aligning MPS strategies with existing business processes poses a significant challenge. Businesses sometimes fail to take into account the ripple effects that introduction of MPS might trigger in their day-to-day operations. Lastly, resistance from employees, who may be apprehensive about change or require training to properly handle the new system, forms another substantial hurdle.

Assessing the Impact on Business Processes

Understanding the implications of MPS implementation before initiating the process aids in outlining a smoother transition and better preparedness. For instance, MPS can actually streamline business processes by automating routine tasks, freeing up valuable time for the workforce. On the downside, its introduction could disrupt established workflows temporarily and necessitate adjustments in the roles and responsibilities of certain employees.

Further, it’s also essential to ascertain the degree of change readiness among employees and plan for necessary training sessions. For example, training hours could impact employee productivity initially, but effectively equip them to handle the MPS tools, maximizing the overall gains in the longer run. Understanding and accounting for these factors facilitate businesses in effectively handling the inevitable challenges and making the most out of their MPS implementation.

Best Practices in MPS Implementation

As I delve deeper into the topic, let’s explore the best practices to ensure an effective and smooth MPS Implementation.

Conducting Thorough Needs Analysis

Establish a comprehensive needs analysis. A company-wide handbook doesn’t exist for MPS implementation. Each business holds its unique processes, workflows, and structures. For instance, suppose a company is involved in graphic designing. They’ll rely heavily on high-quality printing capabilities, whereas a legal firm might emphasize volume and speed. Begin with a thorough needs analysis, identifying your company’s specific requirements, and move forward by aligning them with your MPS implementation plan. Thorough needs analysis aids in avoiding potential implementation roadblocks and aligning the MPS with your inherent business model.

Engaging with Experienced Vendors

Opt for vendors boasting substantial experience in your specific field. MPS isn’t a one-size-fits-all solution. Its implementation varies greatly based on the industry, company size, and specific operational needs. For example, a media agency and a pharmaceutical company will have very different MPS requirements. Thus it becomes crucial to engage with vendors with proven expertise in your field. Experienced vendors can guide you through the implementation process while mitigating common challenges and ensuring the MPS solution gels well with your unique industry needs.

Training and Communication Strategies

After understanding the challenges and highlighting the methods for effective implementation of Managed Print Services (MPS), let’s discuss two vital aspects that can eradicate MPS implementation issues: effective training programs and ongoing, clear communication.

Leveraging Effective Training Programs

Initiating a successful MPS implementation, I underline the importance of comprehensive training programs. A fruitfully designed training program not only familiarizes employees with the new MPS functionalities but also lessens any resistance to change. Let’s delve into the heart of the matter.

  1. Formulate hands-on training modules that mirror real work situations. Cited from HP, around 54% of employees said they’d prefer interactive, hands-on training over traditional classroom settings.
  2. Create a training schedule designed for slow and steady learning. According to Harvard Business Review, this timeline helps participants absorb and retain information better.
  3. Keep the training expansive. For example, covering topics such as MPS functionalities, insights into automation benefits, and methods to overcome temporary workflow disruptions.

Ensuring Clear and Ongoing Communication

For me, the bones of any successful project implementation consist of clear and constant communication among the stakeholders. Distribute effective communication strategies when implementing MPS to build trust, improve workflows, and ensure a smooth transition.

  1. I initiate the process by outlining clear communication plans.
  2. Keeping employees informed in real-time about updates, changes or disruptions can prevent misunderstandings and operational downtime.
  3. I encourage regular feedback sessions. Creating a two-way communication stream ensures employees’ concerns are heard and addressed timely.

By coupling effective training with clear communication, potential problems during MPS implementation can be considerably reduced.

Leveraging Technology for Improved MPS Management

In the journey to ensure a seamless Managed Print Services (MPS) transition, it’s paramount to exploit the power of technology. Properly selected and applied, technology can ease MPS implementation and ongoing management, reducing any chances of failure along the way.

Choosing the Right Software Tools

It’s essential to pay attention to software selection when planning for MPS implementation. A fitting tool performs tasks it’s meant for without issue; an ill-suited one causes problems it’s supposed to solve. Find a tool that’s easy for employees to use and offers useful features.

Acquiring a tool with a user-friendly interface enhances employees’ adoption rates. For instance, a tool like HP Web Jetadmin provides on-demand access to an array of print fleet management features right at the fingertips. It’s also crucial to select a tool with robust reporting features. This inclusion enables the tracking of device usage, pinpointing where print costs get incurred, which aids in implementing cost-saving measures.

Integrating MPS with Existing Systems

Existing systems present in a business environment may range from basic office applications to complex ERP solutions. A successful MPS implementation, when integrated with these systems, streamlines print operations and saves considerable time. Use software like Xerox Secure Access Unified ID System for an integrated solution. It utilizes user-ID cards common to most organizations, enabling employees to access and release print jobs easily. By doing so, it effectively removes unnecessary print jobs, reduces waste, and improves overall efficiency.

Leveraging technology for improved MPS management involves finding the right tools and integrating them seamlessly into existing systems. This strategy maximizes the potential of MPS implementation and sets ongoing management on a path of smooth operation, ensuring productivity stays at an optimal level.

Regular Monitoring and Review

Regular monitoring and review is a crucial step in overcoming MPS implementation woes. Businesses must remember that the process doesn’t end at deployment. To truly reap the benefits of Managed Print Services and improve efficiency levels, organizations must establish structured systems of ongoing surveillance and regular reviews.

Setting Up Performance Metrics

In my experience, the first step in ensuring regular monitoring of your MPS operation involves setting up performance metrics. Developed performance metrics provide an excellent framework for assessing the efficiency of MPS. These metrics include measures like the ratio of users to devices, total print volume, frequency of device errors, and print supply inventory. For example, businesses can set a ratio of users to devices such as one device for every ten users. This helps in identifying whether the company is using its resources optimally or not.

Conducting Regular Audits and Adjustments

Conducting regular audits and making necessary adjustments forms a significant part of the review process. Audits can uncover inefficiencies in the system that might be negatively affecting output. For instance, routine audits might reveal underutilized printers, wastage of resources, or frequent device errors. These insights gained from the audits prompt critical adjustments in the MPS infrastructure and strategies, leading to improved efficiency and cost savings.

Thus, to implement Managed Print Services effectively, one shouldn’t overlook the significance of regular monitoring and review. By putting systems in place for tracking performance metrics and conducting audits timely, businesses can realize reduced operational costs and enhanced productivity.

Building a Scalable MPS Solution

In this section, I offer strategic insights that cater to businesses seeking to build a scalable managed print services (MPS) solution. Emphasizing scalability ensures that your MPS setup can handle future expansion, aiding in long-term growth.

Planning for Business Growth

For a scalable MPS setup, you have to anticipate future developments for your business. By incorporating projected growth into the setup, the MPS can evolve harmoniously with the business. Growth can, for instance, stem from increased personnel, multiplying office locations or expanding product repertoire. Each growth element brings additional printing demands – more employees often mean more printing tasks, while extra locations result in geographically distributed print management requirements. Furthermore, an expanded product line may involve creating new marketing materials, consequently boosting print volumes. Factoring in these projections during the initial MPS implementation enables the system to handle subsequent changes seamlessly.

Flexibility to Adapt to Changing Needs

Apart from planning for growth, creating a scalable MPS solution also requires building flexibility into the system. Flexibility here refers to the capacity to accommodate changes in workflows, policies, technologies, and user preferences over time. For instance, introduce cloud-based technology for remote access to ensure print tasks can be completed from anywhere. In the case of policies, be ready for alterations in document confidentiality requirements, which might necessitate advanced access control features. User preferences, too, could shift over time, perhaps steering toward eco-friendly printing initiatives, requiring print guidelines modifications in your MPS. Thus, having a flexible MPS solution means being ready to adeptly roll with these changes, ensuring business continuity under varying conditions.


Navigating MPS implementation challenges doesn’t have to be daunting. By raising awareness, aligning processes, and overcoming resistance, you’re setting the stage for a successful rollout. Technology plays a key role in this journey, with tools like HP Web Jetadmin and Xerox Secure Access Unified ID System proving invaluable. Regular audits, performance metrics, and adjustments keep your MPS operations on track, ensuring efficiency and cost reduction. But don’t stop there. Building a scalable MPS solution is crucial. It’s about anticipating growth, adapting to changes, and ensuring your MPS evolves with your business. Remember, flexibility is key in this ever-changing business environment. With these strategies, you’ll not only implement MPS successfully but also foster long-term growth for your business.