Mastering Managed Print Services: A Strategic Guide to Solving MPS Implementation Challenges


Alexander Watson

Mastering Managed Print Services: A Strategic Guide to Solving MPS Implementation Challenges

Navigating the world of Managed Print Services (MPS) can feel like walking through a minefield. From initial setup to daily operations, the potential for problems is ever-present. But don’t worry, I’ve got your back!

Understanding MPS Implementation Challenges

After highlighting the likened minefield in Managed Print Services (MPS) implementation, I’m here to dig a bit deeper. Let’s unravel the challenges of MPS and shine a light on their potential impact on your business operations.

Identifying Common Pitfalls

Complexity and lack of understanding often play spoilsport in the MPS implementation process. Misconfigurations, inappropriate fleet sizing, and inadequate support structure are some of the primary pitfalls you might encounter. For instance, if you’ve got a fleet sizing that doesn’t align with your business needs, it can lead to overcapacity or undercapacity, affecting your operational efficiency. Mistaking a copier for a printer or vice versa might seem trivial, but this misconfiguration can seriously drain your company resources. Also, without a robust support structure, day-to-day operational hiccups become nightmare scenarios with numerous downtime periods.

Assessing Impact on Business Processes

While MPS implementation presents challenges, it’s important to know how these could spell trouble for your business processes. For example, downtimes due to improper setup and configuration disruptions can precipitate a lag in workflow, affecting your service delivery timeline. Mistakes in fleet sizing, on the other hand, can swirl into an unbearable capital expenditure, affecting your bottom line. Furthermore, hitches in support structure, like delays in technical assistance, hinder quick fixes and turn operational hiccups into company-wide roadblocks. All these points underscore the critical need for flawless MPS Implementation.

Key Strategies for Solving MPS Problems

Getting a firm handle on MPS challenges requires more than just technical know-how. Certain strategies are vital in order to ensure effective implementation and avoid pitfalls.

Streamlining Documentation and Communication

Central to solving MPS implementation issues, streamlining documentation and communication is paramount. Clear and concise documentation helps to prevent misconfigurations, while strong communication fosters better understanding and usage of the system. Businesses, for instance, benefit immensely from creating a robust documentation framework outlining the setup, operational procedures, and troubleshooting guidelines. On the communication front, fostering an open and collaborative environment allows for faster resolution of system hiccups.

Choosing the Right MPS Provider

Choice of MPS provider significantly impacts the complexity and efficiency of implementation. Businesses gravitate towards providers who demonstrate clear expertise. Consider, for example, Xerox and Lexmark, industry leaders recognized for their robust service offerings and capabilities. Besides technical competence, a good provider offers top-notch customer service aiding in efficient fleet sizing and comprehensive support structures.

Incorporating Effective Training Programs

Training is a critical aspect for driving efficiency in MPS utilization. Effective training programs equip employees with necessary skills to use the system effectively, reducing instances of operational inefficiency and workflow disruptions. For instance, training sessions tailored to employees’ roles and functions significantly increase efficiency levels. Ignoring the importance of appropriate training might spell doom to otherwise perfectly laid out MPS strategies.

By focusing on these three strategies, businesses can effectively iron out MPS implementation problems, driving productivity and improving workflow.

Technological Solutions for MPS Efficiency

Ascend the ladder of efficiency with the right mix of technological solutions. As challenges pop up during the MPS implementation process, they are no match for an effective solution-stack set up explicitly to ferry you through these bottlenecks. We will focus on two primary technological implements: advanced software and hardware compatibility.

Implementing Advanced Software

Any discussion around MPS efficiency remains incomplete without stressing the role of advanced software applications. It’s like the brain of an MPS system, performing core functions, coordinating operations, and interpreting data accurately. Businesses often encounter issues with incompatible or outdated software, hindering their efforts to extract maximum efficiency from their MPS implementations.

As a first step, businesses could invest in sophisticated MPS software. For instance, they could turn to intelligent printing software with real-time analytics. This kind of software provides insights on printer usage, identifying workflow inefficiencies, and suggesting relevant interventions.

Additionally, more robust security software is becoming a must-have to protect sensitive information against breaches. Examples of these are software solutions that offer encryption and secure print release functionality.

Enhancing Hardware Compatibility

Hardware forms the other half of the coin when dealing with MPS efficiency. Deciphering the hardware labyrinth is crucial in ensuring seamless workflows and minimizing downtime. To start, take stock of all the devices in use and evaluate how each contributes to the overall workflow.

Sometimes, a simple hardware upgrade can solve routine glitches and improve efficiency. For instance, if high-quality graphic rendering is critical, the presence of a sophisticated, high-end printer may enhance the smooth flow of operations.

Likewise, the use of standardized hardware across the board also ensures consistency and compatibility. Uniform hardware simplifies maintenance and troubleshooting, as there’s no need to deal with the eccentricities of different models.

Ultimately, optimizing MPS efficiency requires a solid foundation of both advanced software applications and compatible hardware equipment. Harnessing the power of technology in this manner allows for a more streamlined, efficient, and secure printing environment, establishing the backbone of a successful MPS implementation.

Remember, technology is a friend, not a foe. Embrace its help to conquer the MPS implementation battlefield and achieve an efficient, productive printing environment.

Overcoming Resistance to Change

Resistance to change within an organization ranks high among the potential threats to successful MPS implementation. Deemed as a roadblock, it disrupts the smooth morphing from traditional to more efficient printing systems. Its essence lies in the mismatch between new printing technologies and the prevalent company culture, a problem that compounded by a lack of commitment and understanding from the employees. To tackle this, I recommend two primary strategies – engaging employees in the transition process and tailoring solutions to fit the company culture.

Engaging Employees in the Transition

Top brass buy-in for any change in an organization is a given. Nonetheless, It’s the employees who can make or break the transition. To forestall apathy and resistance, active engagement with the employees is vital. I suggest setting up hands-on training sessions, workshops, and demonstrations to demystify the new printing system. Here, I’d emphasize on showing the practical benefits of the new technology, not just listing out the newfound features. This includes showcasing how the MPS system saves time, reduces error, and ensures safer and reliable printing – which indirectly implies less rework, fewer breakdowns, and less frustration. In essence, if you give your employees a first-hand experience of the improvements, they’re much more likely to embrace the change and use the new systems optimally.

Tailoring Solutions to Company Culture

A cookie-cutter MPS solution won’t fit all, given the diverse range of company cultures and workflows. Therefore, customization of the MPS solution becomes indispensable to ensure its alignment with the existing company culture. To achieve this, understanding the existing workflows, discerning the prevalent attitudes and preferences, even the company’s communication style is critical. Then, using this language, you can craft an appealing narrative around the new MPS system. Example – In a company that values transparency and open communication, an MPS system that provides real-time insights and analytics will likely receive a warm welcome. Hence, if you tailor your MPS solutions to resonate with the company’s culture, you’ll find fewer obstacles in its path.

Measuring Success Post-MPS Implementation

Measuring success after implementing Managed Print Services (MPS) involves critical steps. Key Performance Indicators (KPIs) need to be realistic, continuous monitoring is necessary, and adjustments need to be timely. Maintaining MPS’s peak performance contributes to an organization’s overall productivity.

Setting Realistic KPIs

Setting realistic KPIs is the first step in measuring success post-MPS implementation. Performance indicators might include printing costs, device utilization rate, and downtime percentage, among others. For instance, numerical values might be assigned to each KPI, like not exceeding a specified monthly printing cost or maintaining a certain device utilization rate. Downtime percentage should ideally be kept minimal. The key here lies in setting achievable targets, thereby striking a balance between ambitious goals and practical realities.

Continuous Monitoring and Adjustment

Monitoring your MPS’s performance continuously and making adjustments as necessary is equally important. After setting your KPIs, keep a close eye on these figures. Should any fluctuations occur, whether positive or negative, such patterns require a thorough analysis. For example, if a sudden spike in printing costs is observed, a review of print policies or equipment might be necessary. With consistent monitoring and proactive adjustments, it’s possible to maintain a balanced MPS system.


Navigating the MPS landscape doesn’t have to feel like a minefield. I’ve shown you the common pitfalls and offered strategies to overcome them. Remember, it’s not just about setting up MPS but ensuring its smooth operation daily. Streamlining communication, choosing the right provider, and effective training can make a world of difference. Tech solutions can further enhance efficiency, with advanced software and hardware compatibility playing key roles. But don’t stop there. Keep an eye on your KPIs, monitor regularly, and make timely adjustments. That’s how you’ll maintain peak performance and productivity. MPS implementation can be a complex process, but with the right approach, it can be a game-changer for your business.

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