Key Steps for Successful MPS Implementation: Your Essential Checklist


Alexander Watson

Key Steps for Successful MPS Implementation: Your Essential Checklist

Ever wondered how to seamlessly integrate Managed Print Services (MPS) into your business operations? You’re not alone. It’s a question I’ve heard time and time again. And as the complexity of today’s printing environment continues to grow, it’s more important than ever to have a solid plan in place.

That’s why I’ve put together a comprehensive MPS implementation checklist. It’s a roadmap designed to help you navigate the often confusing world of MPS, ensuring you’re able to reap the maximum benefits from your investment. From initial assessment to final review, we’ll cover it all. So, let’s dive in and demystify MPS implementation together.

Understanding MPS (Managed Print Services)

As we delve deeper into the world of Managed Print Services, it’s essential to first comprehend the concept of MPS and how its implementation can be beneficial for businesses.

The Concept of Managed Print Services

Managed Print Services, commonly known as MPS, encompasses a gamut of solutions designed to optimize and manage a company’s document output devices. This involves printers, scanners, faxes, and copiers. The aim here isn’t solely about overseeing these devices. Rather, it expands to streamlining their operations, controlling printing expenditures, and enhancing overall office efficiency. By outsourcing the management of printing devices, the businesses target a twofold achievement: improved productivity and significant cost savings.

Benefits of Implementing MPS

Implementing MPS brings along numerous benefits, aiming at overall business improvement. Primarily, it aids in reducing printing-related expenses. Multiple studies prove that businesses can save between 10-30% of their annual print costs through effective MPS implementation.

Secondly, it supports environmental sustainability. With MPS, businesses can monitor and control paper usage, thus reducing wastage and promoting a greener environment.

Lastly, it grants an overview of the printing infrastructure, which can be beneficial in strategic decision-making. It provides the basis for accurate reporting, keeping a track of expenditure, identifying trends and highlighting potential areas of improvement.

Overall, understanding the concept of MPS and the significant benefits it offers, can be instrumental in determining how it fits into any organization’s existing operational structure and future strategic plans. Implementing MPS isn’t merely an investment – it’s a strategic business decision with long-lasting implications.

Key Components of an MPS Implementation Checklist

With a solid understanding of Managed Print Services (MPS) and its comprehensive benefits, we’re able to delve into the core components of an MPS implementation checklist. A well-executed checklist aids in ensuring seamless integration of MPS into organizational processes, enhancing operational efficiency.

Assessing Print Environment Needs

It’s important, first and foremost, to assess print environment needs accurately. This means auditing the existing portfolio of document output devices – printers and scanners, for instance – and monitoring their usage patterns. Examine, too, the demand for printing across different departments, such as sales and HR. Only by doing so can a business identify inefficiencies and opportunities for optimization – the desired outcome being efficient resource allocation and potentially impactful cost savings.

Selecting an MPS Provider

Having gauged internal printing needs, it’s time to select a reliable MPS provider. Look for providers with a proven track record of delivering high-quality MPS solutions. Evaluate their range of services, support, flexibility and reputation – gleaned from customer testimonials or independent reviews, for instance. A robust provider contributes positively to streamlining the print environment, translating to significant operational impact.

Planning for Integration with Existing Systems

With an MPS provider chosen, the next crucial step is planning the integration with existing systems. Understand that MPS implementation isn’t a standalone process – it needs to work in tandem with all existing workflow systems. Therefore, examine system compatibility, devise integration plans and pre-empt possible challenges that may arise. Effective integration can lead to enhanced functionality and productivity, ultimately contributing to the organization’s strategic decision-making.

Step-by-Step MPS Implementation Checklist

This section takes a closer look at a step-by-step MPS implementation checklist, breaking down each part in clear, concise terms.

Initial Planning and Goals Setting

Start with laying out clear plans and setting up quantifiable goals. Understand what my organization wants to achieve with MPS. This could range from reducing print costs by 20% to enhancing green initiatives. Having explicit goals offers a useful yardstick, assisting in tracking progress, and justifying investment in MPS. With a clear set of objectives, setting the direction for the project becomes smoother.

Infrastructure and Hardware Analysis

Next, conduct a comprehensive review of the existing infrastructure. Existing printers, copiers, and fax machines need a thorough examination for their performance, efficiency, and alignment with business needs. By enumerating all hardware, I can identify outdated equipment that needs replacement, saving on costly repairs down the line.

Software Requirements and Compatibility

After the hardware review, adaptability with software systems is crucial. The MPS solution must be compatible with my organization’s current software and adapt easily to future updates or system changes. The right software also ensures the extraction of valuable data about print habits, allowing for ongoing optimization.

Security Measures and Compliance

Investigation moves next to analyzing print security measures. Unprotected print services often allure cyber-attackers, so I need to ensure the MPS provider incorporates robust, comprehensive security protocols. Align these protocols with compliance regulations relevant to my industry.

Training and User Adoption Strategies

After addressing security, the focus should shift towards training strategies. Appropriately training staff to use new devices and software allows them to maximally benefit from MPS implementations. I would also plan strategies to encourage user adoption, including presentations, demonstrations, and readily available helpdesk support.

Ongoing Support and Maintenance Planning

Finally, MPS is not a one-and-done implementation. It requires consistent support and maintenance. Thus, arrange for ongoing support from the MPS provider, ensuring smooth operations and prompt troubleshooting. A well-planned maintenance routine keeps print infrastructure at peak efficiency, elongating its useful lifespan. Establishing contacts for technical support plays a key role in this step.

This step-by-step checklist provides the necessary groundwork to ensure an effective, efficient, and secure MPS implementation. Each step contributes to the overall MPS success, ultimately pushing an organization closer to its strategic goals.

Monitoring MPS performance

In the realm of Managed Print Services (MPS) integration, monitoring the implemented system’s performance remains crucial. Two standard procedures are at the forefront in this respect: Setting up Key Performance Indicators (KPIs) and implementing Regular Review and Optimization Processes.

Setting up Key Performance Indicators (KPIs)

Establishing key performance indicators serves as a concrete measure of MPS performance. KPIs, using metrics like print costs per page, monthly print volumes, and device uptime, give quantifiable data. For instance, if the print costs per page are $0.03 and monthly print volumes are 20,000 pages, it’s clear that the total monthly print cost is approximately $600. Device uptime can also be used as a KPI, where, say, an average uptime of 95% shows high efficiency and minimal interruptions in print services.

Regular Review and Optimization Processes

In conjunction with KPIs, I place a significant emphasis on regular review and optimization of MPS. This process aids in determining the effectiveness of your MPS strategy and swiftly identifying any areas of inefficiency. For example, if a printer’s uptime continually falls below the agreed standard or if print volumes significantly vary each quarter, adjustments need be made. Regular review processes hold the potential to uncover outdated hardware, insufficient supply stocks, or even inadequate user training, thereby kickstarting optimal revision procedures.

Common Pitfalls to Avoid in MPS Implementation

In every endeavor, anticipation of pitfalls increases the chance of success. That’s true too when it comes to implementing Managed Print Services (MPS). Here are three common pitfalls to be aware of during an MPS implementation.

Inadequate Needs Assessment

One primary pitfall observed is an insufficient needs assessment. A comprehensive analysis of current print infrastructure forms the core of a successful MPS strategy. Skipping or rushing through this phase often results in mismatches between MPS solutions and business requirements. Several organizations deal with a host of unnecessary devices, underused resources, and soaring costs due to dereliction of a thorough needs assessment.

Insufficient Change Management

Another obstacle I note during MPS implementations is inadequate change management. MPS is not just about technology upgrades; it’s a shift in how a company manages its print environment. Therefore, it’s crucial for administrations to plan and execute a well-considered change management strategy. Ignoring this often results in resistance from employees, disrupting the seamless transition to MPS and negatively affecting productivity.

Neglecting User Experience and Feedback

The last common pitfall is overlooking user experience and feedback. Remember, your employees are the end-users of MPS. Hence, their feedback and experiences crucially matter to optimize MPS efficiency. Negligence of user feedback often leads to the misalignment of MPS strategies with user needs, culminating in decreased productivity and effectiveness. Incorporate regular feedback sessions and user experience surveys to ensure their needs are met and opinions are valued.


I can’t stress enough the value of MPS in business operations. It’s a game-changer, offering cost savings and boosting environmental sustainability. But it’s not a walk in the park. You’ve got to dodge pitfalls like inadequate needs assessment and insufficient change management. Don’t forget the importance of user experience and feedback either. These hurdles can cause mismatches between your MPS solutions and business needs, spark resistance from your team, and even pull down productivity. But with a keen eye on these potential roadblocks, you’re set for a successful MPS strategy.

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