• Bring your document management under control

So you took the leap and invested in an all new singing and dancing managed print solution, but what next? Undoubtedly, you will have been promised a host of savings and business benefits, but are they truly being realised?

If implemented correctly an effective MPS solution should start to achieve a solid return on investment almost immediately, but managed print is about much more than just about instaling new multifunction devices (MFDs) and printers. Its’ about adopting a clear strategy, with a company-wide, joined up approach to your whole document operation and integrating your managed print solution into this.

There are many factors that can make or break the success of a managed print solution:

Needs Analysis – Thorough analysis of the requirements of the business and the users right from the start will help to ensure the solution truly addresses the needs of all stakeholders. This element is often overlooked, but can be the reason why adoption of the solution is so poor.

Embracing Culture Change – An education process should take place, especially in larger organisations, to educate users. Explaining why the new solution is being implemented, the benefits to them, the business and the rollout schedule. Training should be provided to ensure all users are confident using the new technology with dedicated training schedules for specific users and departments.

Proactive Monitoring – There should be ongoing management of the printer fleet to ensure that it’s generating the savings that were promised. There are some great automated management tools out there that can assist with collating this information. This approach enables effective change management; ensuring devices are redeployed across the business and located in the right areas.

A Sustainable Approach – Settings on devices should be standardised to ensure cost savings are consistently achieved across the business. Simple things like default double-sided duplex printing, automatic standby modes, mono only printing without specified privileges. These steps if implemented as part of a clear strategy all help to reduce a number of consumables used and is a more sustainable approach to printing and should be backed up by educating users to ‘think before they print’ to reduce print output.

If done correctly an MPS solution should reduce the amount of consumables used, reduce cost, and increase return on investment. Whilst print output is decreasing, document capture is increasing, along with the need to share and securely protect the data throughout the business and this should all be considered within a comprehensive solution.

Watch out for part two of this blog series, where we share some more tips for maximising your managed print investment.

Posted by ITDS

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