Effective MPS Implementation Checklist for Improved Efficiency

Navigating the world of Managed Print Services (MPS) can be a daunting task. But don’t fret, I’m here to simplify it for you. With an effective MPS implementation checklist, you can streamline your operations and reap the benefits of an efficient print environment.

In this journey, we’ll delve into the key aspects of a robust MPS implementation checklist. We’ll explore how to identify the right partners, set clear objectives, and manage your resources effectively.

Ready to revolutionize your print management strategy? Let’s dive in and demystify the MPS implementation process, one checklist point at a time.

Understanding MPS and Its Importance

What Is Managed Print Services (MPS)?

Managed Print Services, known as MPS, encompass a variety of tasks and roles that help streamline a business’s print environment. MPS typically involves the active management and optimization of an organization’s print fleet, which includes printers, copiers, faxes, and other multifunction devices. It’s a practical solution that many businesses integrate to help reduce costs, increase productivity, and improve efficiency.

The Benefits of Implementing MPS

The implementation of MPS can bring numerous benefits to an organization. Below are some of the key advantages deemed significant.

  1. Cost Savings: MPS reduces print costs by optimizing print infrastructure – consolidating devices and eliminating unnecessary printings.
  2. Efficiency: Implementing MPS can streamline processes, eliminate wastage, and therefore increase employees’ productivity.
  3. Environmental Sustainability: MPS can minimize an organization’s carbon footprint by reducing the usage of paper and energy.
  4. Security: MPS often includes features that help maintain document security and compliance, such as secure print release and data encryption.

Knowing the importance and benefits of MPS, it’s clear that it can revolutionize your print management strategy, providing a strong case for its implementation.

Initial Steps Before MPS Deployment

In the journey towards Managed Print Services (MPS) implementation, there are a few critical steps to undertake. These steps act as blueprints, guiding you in streamlining your print environment and securing optimal ROI from your MPS investments. Having an understanding of what your current print infrastructure looks like and identifying your organization’s printing needs serve as the bedrock of these initial steps.

Assessing Your Current Print Infrastructure

The first step in this journey is charting out your current print infrastructure. It’s about unraveling what’s beneath the surface of your organization’s print operations. Take stock of all the printers, copiers, fax machines, and scanners irrespective of their location. Pay attention to details such as make, model, location, usage, and associated costs. Keep tabs on print device utilization, understand the total cost of ownership (TCO), and incorporate factors like energy consumption, consumables, repairs, and maintenance costs. Remember, a comprehensive infrastructure assessment gives you a clear starting point and a classic understanding of your organization’s print landscape.

Identifying Your Printing Needs

Identifying your organization’s printing needs is the next important step. It means getting a firm grip on your organization’s printing habits and usage patterns. Understand who prints, what they print, and why they print. Are your employees printing mostly in color or black and white? How often are printers used for faxing, scanning, or photocopying documents? Answering these questions gives you a clear insight into your organization’s printing habits. It helps identify underused or overused devices, excessive color printing, and unnecessarily high-volume printing. Eventually, you acquire a bird’s-eye view of your organization’s printing needs, allowing you to devise a custom MPS strategy that aligns with your business processes.

MPS Implementation Checklist

An MPS Checklist aids in setting the MPS journey on track. It provides a simplified approach to streamline your Managed Print Services deployment. Here’s the optimized approach to take.

Evaluating Potential MPS Providers

Choosing the right MPS provider begins with a thorough evaluation. A credible provider delivers the necessary expertise to manage your print environment efficiently. First, look at their industry reputation. Refer to customer testimonials, awards, and recognition they’ve received. This can give a clear perspective on their expertise.

Next, consider their technological competencies. For instance, reliable MPS providers possess robust tracking and reporting tools, providing visibility into your print environment and unearthing potential improvements.

Lastly, evaluate their support services. Exceptional providers make timely support a priority, ensuring your print environment runs smoothly with minimal disruptions. Companies like Xerox, Ricoh, and Lexmark set good examples in this field.

Establishing the Scope of Services

Before you jump into MPS, it makes sense to define your specific needs. This involves identifying the print devices to cover, the locations included in the service, and the expected outcomes.

Decide on the types of devices to include under MPS. This typically includes printers, copiers, multifunction devices, and fax machines but can also extend to scanners, production devices, and large format printers, if used in your business.

Next, decide on the locations to provide the service. Commonly, businesses cover their central offices first, before extending the service to remote offices and mobile workers.

Finally, decide on the key outcomes. This may encompass cost savings, improved productivity, reduced environmental impact, or enhanced document security.

Integrating MPS with Existing IT Systems

MPS integration with your existing IT infrastructure forms a critical step. Commonly, this involves connecting the MPS system with your enterprise resource planning (ERP), customer relationship management (CRM), and content management systems.

Remember, successful integration ensures seamless data flow across systems, aids in real-time monitoring, and provides comprehensive visibility into the print environment.

User Training and Change Management

The last crucial step involves preparing your team for the change. As MPS changes how employees interact with print devices, it’s vital to provide adequate training and manage the transition effectively.

Begin with creating awareness around the new processes, explaining the benefits it brings like reduction in print waste, streamlined workflows, or improved document security. Then, organize training sessions tailored to the needs of individual users, departments, and teams.

Lean on your MPS provider to provide the necessary training resources and guidance. They should be able to provide user manuals, conduct onsite training sessions, and provide ongoing support as required.

Through these steps, adopt your MPS in the most efficient way, reaping the benefits of cost savings, improved productivity, and enhanced document security.

Monitoring and Optimizing the Print Environment

Let’s dive into further details on monitoring and optimizing the print environment by exploring two key aspects: setting up print management software and conducting regular audits and adjustments.

Setting Up Print Management Software

Print Management Software has a pivotal role in MPS implementation for successful print environment optimization. In a typical scenario, a strategic setup of the software helps organizations manage print devices, control printing costs, and enhance security.

The initial process includes mapping your entire print infrastructure by noting the identity, location, and status of every print device. Post this, the software can be synchronized to the IT network, enabling it to identify printing patterns automatically. This advancement showcases a clear pattern of usage, eventually helping organizations in identifying areas of inefficiency, wastage, and potential security threats.

When setting the software, remember to integrate your current IT systems, and don’t forget to input the scope of services defined previously. Its compatibility with the existing hardware must also be ensured to facilitate seamless operations.

Regular Audits and Adjustments

Once the Print Management Software is in place, it’s crucial to conduct regular audits. They help in refining strategies, recognizing underlying inefficiencies, and suggesting necessary improvements.

Audits examine different components, including print device usage, volume of outputs, cost per page, and type of prints (colour or monochrome). This assessment provides a clear snapshot of the total cost of ownership and helps businesses make informed decisions.

Post-audit adjustments are necessary for optimal performance and reduced costs. These could range from setting new default printer settings (for instance, duplex and black and white printing), relocating underutilized devices, to advocating for a reduction in print volume.

Remember, monitoring and optimizing the print environment is a continuous process, not a one-time effort. Regular checks and tweaks offer avenues for significant cost savings, improved efficiencies, and enhanced security that becomes an inherent part of your MPS implementation success story.

Post-Implementation: Reviewing MPS Performance

Once the Managed Print Services (MPS) implementation reaches its post-implementation stage, it’s crucial to assess the performance. The following are the key measures of MPS performance:

Measuring Cost Savings and Efficiencies

To articulate the direct impact of MPS implementation, quantifying the cost savings and efficiencies forms a significant step. I monitor the difference in costs pre and post-implementation, indicating tangible results. For efficiency, I obtain a breakdown of actual printer use by tracking the print volume, the frequency of usage, and the choice of color or monochrome printing. This efficient use of resources correlates to reduced costs and minimal waste.

Understanding the impact of MPS on efforts, I focus on time savings. I calculate the hours saved by eliminating the need for manual tracking and reporting, resulting in improved business processes.

Gathering User Feedback for Improvements

Collecting user feedback post-implementation augments practical improvements in the MPS infrastructure. Getting first-hand opinions from the end-users provides valuable insights. I conduct user surveys to capture a broad spectrum of perspectives, from ease of use to any difficulties faced.

Feedback sessions and open forums serve as platforms to voice out ideas, concerns, or issues. Analyzing this data, I map out enhancements to streamline workflows, improve usability, and ensure effective training measures. This constant loop of feedback and improvements ensures MPS performance stays at an optimal level.

Remember, reviewing MPS performance doesn’t end once these assessments are done – it’s a continuous process that refines the system over time, maximizing the benefits of MPS implementation.

Conclusion

Implementing MPS isn’t a one-and-done deal; it’s an ongoing process that needs consistent attention. From evaluating your print infrastructure to defining your specific print needs, you’re laying the groundwork for a more efficient, cost-effective operation. But remember, the work doesn’t stop there. Regular audits, software updates, and user feedback are key to keeping your system refined and optimized. The payoff? Significant cost savings, improved efficiencies, and enhanced security. By following the MPS implementation checklist, you’re not just improving your print environment; you’re investing in the future of your business.