If you’re about to start a new partnership with a managed print service, you may be unsure of how it will affect your current IT strategy. You know that a managed print partnership will help you in the long run, but making sure they’re well integrated in the short term can be worrisome. How can you update your strategy to ensure you’re best making use of your resources, maximizing time and ensuring your managed print services are running the way they should? And how’s Karen from finance going to react when she sees her favorite copier has been replaced with a new one?
Don’t worry: there are a few simple steps you can take to make sure the transition to managed print is smooth and steady. If you take care to communicate with your new partner and your workforce, you’ll find the process of integrating a managed print partner isn’t too hard (even for Karen.) Here are a few steps to take before starting a new partnership.
Reevaluate your current print practices.
In order to get the most out of a managed print partnership, you need to have something to compare your new partnership to. That means it’s essential that you get a strong sense of your current practices right now. How much time does your department currently spend on managing your printing processes? Who are the people who spend the most time on fixing printers? How many help tickets come through per week that are related to print issues? When you have this information, you’re better equipped to take stock of how a managed print partner helps your department achieve your goals.
Keep an open line of communication between your IT staff, your managed print partner and company employees.
In order to ensure the transition from internal print management to external print management is smooth, it’s essential to keep all affected parties in the loop. Draft a series of emails to your company’s employees detailing the transition and how it will look. Will people be coming by to replace their printers? Will there be a time when they don’t have printing ability? Is there a new printer name or password they need to know? Preempt these questions and send out answers so that everyone’s prepared for the switch.
Ask your managed print partner for metrics.
There’s a good chance that your managed print partner already provided you with an audit of your existing print processes. If so, you’re in luck: these are the kinds of numbers that provide a perfect baseline to both enhance your regular metrics report and prove the ongoing value of a managed print partnership.
Coordinate with your managed print partner to see how they continually monitor your printing and what they can report on. See if there are certain KPIs your CEO is most interested in receiving about print, and relay that information back to them. They’ll be able to provide reliable metrics, and you’ll have more comprehensive reporting because of it.
Are you interested in learning more about how managed print can help you out? First, it’s worth reevaluating your current printing costs. Take a look at our eBook, 10 Steps to Finding Your True Printing Costs, to learn more.Photo credit: Startup Stock Photos