The moment you realize your company could be using Managed Print Services to reduce cost and save time is a pretty special one: a big door of opportunity opens and suddenly you see how much more efficient your organization could be by putting your print needs into the hands of an expert. But with that new vision come several questions, the biggest of which is, “What does that transition look like?”
Managed Print Services take the responsibility of maintaining printers and multifunction devices, of ordering and monitoring all the related supplies, and of ongoing system maintenance off a company’s desk and onto the desk of a dedicated Managed Print Services provider. It also involves implementing smart software that optimizes print behavior and enhances security.
We won’t beat around the bush: the transition from managing your own printing needs to a fully managed print environment can cause a bit of disruption, but with the right partner you can expect that to be very minimal. The best-in- class managed print partners know that the smoothest transitions have two things at their core: a solid Print Strategy Roadmap and great communication.
Building a Solid Roadmap
Your managed print provider shouldn’t just present some general ideas about what’s going to happen when you decide to move from in-house print management to a managed print program. You should be given a detailed “Roadmap” that anticipates and addresses solutions that account for:
- All current equipment, supply levels, usage trends, costs, equipment performance, number and type of users, nature of documents being printed, security, etc.
- Any issues related to your organization’s systems and processes that present potential hurdles
You should also be shown a clear path – the actual steps involved in getting from Point A (managing your own print) to Point B (an ongoing managed print program), with an associated schedule outlining what’s going to happen, and where and when it’s going to happen. In essence, how and when will that gap be narrowed. You should also be clear, before the transition, about all temporary and permanent changes that will occur, including those to processes and to actual equipment.
Communicating at Every Step
Change is something that some people handle well and others don’t, and managing how the change takes place is pretty important to employees’ overall satisfaction with what’s going on. Understanding their concerns, frustrations, and even their fears is the first step in preparing ways to address them with information they need to feel more at ease with what’s happening.
Sharing plans and details with employees is critical to success; people will embrace what they know and understand but will resist what they don’t. Depending on your organization, you might want to begin communication right away before any real decisions have been made about what your managed print program will look like.
In the end, the transition to Managed Print Services shouldn’t be something that’s really complete: a good partner will continue to evaluate your needs and look for additional opportunities to save you time and money, and to make your company more efficient. It’s important that as new technologies come onto the scene, your provider first determines if they’re useful and affordable for your organization, then presents features and benefits of the technology. Their mindset should not be to sell you something new and shiny, but always on ways to make you more efficient within your budget.
Managed Print Services has saved thousands of organizations millions of dollars by reducing waste and improving processes. If a transition concerns you, reach out and talk with one of the Gordon Flesch Company’s Managed Print experts. We’ll walk you through the process and options and answer any questions you might have.