What Is the Managed Print Services Implementation Process?

Key Questions:

• What steps are involved in implementing managed print services (MPS)?
• How can MPS optimize your printing environment?
• What are the benefits of the ManagedPrint Total Laser Care program?

Installing sweeping system-wide changes can be a challenge, especially for legacy systems that have been in place for a long time. For many businesses looking to streamline print management, gain control of their printing environment, increase productivity, and reduce overall costs, enlisting a managed print services (MPS) provider is the natural solution.

But how does the managed print services implementation plan work? What steps must an organization prepare for? Here’s how the team at ManagedPrint conducts its print implementation process.

Traditional MPS Implementation Process vs. ManagedPrint Model

While most MPS providers require an initial audit or print assessment, ManagedPrint offers a simpler, more efficient approach through our Total Laser Care offering. There’s no need for an initial assessment, no fees, and no minimums or maximums. You simply buy your office toner from us and receive a myriad of perks, including:

• Nationwide free printer maintenance on all your covered printers
• 10-20% discounts on your printer cartridges
• 10-15% off your needed printer parts
• A dedicated account manager for all your printer needs

The Traditional MPS Implementation Process

For a traditional MPS implementation, the process involves several key steps:

Step 1: Environmental Assessment

The initial goal of a managed print service provider is to gain a complete understanding of the printing infrastructure. Familiarity with your organization and its printing needs is essential for creating a custom print strategy and solution. Over the space of 30 days, an MPS provider will conduct an audit of the organization’s printing environment, considering factors such as the complexity of the printing fleet, the total number of end users, and the number of devices. This assessment helps:

• Monitor practices, printers, and people who contribute to or create security exposures
• Understand the business’s average printer usage, processes, demands, and print costs
• Identify opportunities for process improvement and workflow optimization
• Highlight security and governance issues
• Establish the relationship between print supplies, equipment, existing devices, and utilization
• Find areas for cost reduction and redundancy elimination

Step 2: Building Out a Customized MPS Program

Upon completing the assessment, the MPS provider reviews the data and takeaways, then meets with your team to discuss and strategize. The ideal partner will create an MPS implementation plan tailored to your specific needs and goals. This requires collaboration from key stakeholders, including IT, finance, and purchasing.

The specific strategies proposed will depend on your organization’s unique needs. Some clients may need to purchase new hardware, whereas others simply need improved methods for managing and securing their existing fleet.

Step 3: Implementing Your Custom Plan

Once the MPS plan has been designed and agreed upon, the next step is to install it. Typically, you’ll work with an MPS project manager who will handle the account and coordinate the entire implementation process in accordance with your agreed-upon timelines, milestones, and KPIs.

Employee buy-in is crucial for successful implementation. The project manager can work with end users so they understand and embrace the new solutions. The MPS plan often includes both short-term and long-term implementation schedules, focusing initially on areas that can yield immediate ROI.

Step 4: Continued Optimization

Even after implementation is successfully completed, the work doesn’t end there. Your needs will evolve, and new challenges will crop up. A company should conduct a quarterly or semi-annual review with their MPS provider to analyze the printing environment, review progress, make changes, or roll out additional strategies. Continuous monitoring and dialogue ensure that your needs are met and that the program remains effective.

A New Approach to MPS

At ManagedPrint, we’ve created a new approach to MPS with our Total Laser Care program. This is a no-cost, no-fee break/fix printer repair program for your existing laser printers. By purchasing supplies for your laser printer, you also receive full coverage on your hardware. This provides:

• Free break/fix labor on covered printers
• 10%–20% savings on printer cartridges
• 10%–15% savings on printer repair parts

ManagedPrint—Your MPS Implementation Partner

As a nationwide Managed Print Partner, we have more than 3,500 technicians across all 50 states. Our experts provide an innovative print management system that maximizes the potential of your printer fleet. With ManagedPrint, toner costs are controlled, maintenance and repair labor is free, and services are offered nationwide, saving your business time and money.

Ready to get started? Request a quote today!