The 4 Critical Stages of Implementing a Managed Printing Solution

As a manager of a business, getting the help of a managed print services provider is one of the best ways to optimize your printing environment. Even with the advent of paperless systems, there are just certain parts of your business process where printing cannot be put aside.


Printing is cost, but only few companies go to the extent of taking them into account. Every business should monitor its printing and copying costs because it entails wastes in many forms. There are also lots of printers with their features not fully utilized due to the absence of a print management system.


Your printing cost can constitute up to three percent of your company’s revenues. You should optimize your printing and copying resources to make it deliver its full potential at the least possible cost. This is not actually impossible with the implementation of proven print management solutions. To be able to appreciate what it can do, you should know the stages your company needs to go through so that a system can be tailored according to the specific needs of your business.


1. Assessment of your printing requirements and practices.


The first thing a MPS provider does is to evaluate your printing habits and requirements. Every knowledgeable provider does this to identify your printing strengths and weaknesses. This includes knowing your areas of waste and identifying the machines or processes that caused it and recognizing existing habits that are intended to minimize wastes.


2. Planning


Once the evaluation is completed, your MPS provider will create a plan that is aimed at eliminating areas of waste and refining your strengths. This plan involves a possible upgrading of certain machines, installation of more efficient software and educating your staff about effective printing strategies.


3. Plan Implementation


In order for the plan to work, it has to be implemented with its progress monitored. Flaws in the system are recorded and their corrective actions determined. The provider will then discuss these loopholes with the management so that they will be resolved in a timely manner.


System implementation takes time and many of your staff will have to deal with the changes. In many cases, your MPS provider will recommend policy changes to really eliminate inefficiencies and wastes. This is normal in an organization that wants to make things better in terms of performance, cost and quality. With a good transition process, things should begin to sail smoothly.


4. Consistent Optimization


With the system fully established, your company will begin to reap the benefits of MPS. But the establishment of a working printing solution is not its end goal. It continues to find ways to make not just your printing environment but your entire IT department more efficient, cost-saving and environment-friendly.


As a business owner or manager, you might ask “what is a managed print service, and what makes it useful in business?” The short answer to that would be MPS is a system that works to optimize your printing resources, reduce your costs on power and consumables, and do its part to help in the preservation of the environment.


photo credit for featured image: Michael Findlay (

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