How can you transition to a new MPS vendor without disrupting your IT Operations?

As I assess my current situation in preparation for finding a new Managed Print Services (MPS) vendor, I start by evaluating my print environment. This involves examining the number, type, and location of my devices, as well as the volume and nature of my print jobs. I also consider the level of user satisfaction and productivity. Additionally, I review my existing contract with my current vendor, paying special attention to any termination clauses, penalties, or obligations. This thorough assessment will help me determine the scope and timeline of my transition to a new vendor, ensuring I avoid any legal or financial issues.

La transición a un nuevo proveedor de MPS puede ser un proceso complejo y desafiante, pero es importante planificar cuidadosamente para minimizar las interrupciones de las operaciones de TI. Comience temprano. La planificación de la transición debe comenzar al menos seis meses antes de la fecha de cambio. Esto le dará tiempo suficiente para evaluar sus necesidades, negociar un acuerdo con el nuevo proveedor y preparar a su personal. Establezca un equipo de transición. El equipo debe incluir representantes de TI, finanzas, operaciones y cualquier otra área que se vea afectada por la transición. El equipo será responsable de planificar y coordinar el proceso de cambio.

Selecting a MPS provider is no different than searching for an IT outsourcing partner. There has to be synergy between the parties, and the MPS provider needs to have a strategic (and tactical) roadmap that aligns with the needs of the enterprise. It is important to see the MPS vendor as a component of the overall document management strategy for the company, so the MPS provider needs to have a clear vision on how that alignment will be implemented.

This topic is impressed to me because my environment went through similar process to select vendors - Know what we want and what we need: This should be the top one in the list. People likely choose what make them feel safe, guranteed but actually it is not exactly the thing they need. - Selection must be based on assessment: The users say they want printing must be fast. But what is the exact definition of Fast? They need the print quality must be true and look natural. But the fact that the more accurate color, the bigger cost. - Only go with the best vendors you can afford: This could be relative because it depends on your pocket. "You get what you pay" is always true. - POC: Involve PROD users to test and leave feedback if we can.

In the process of comparing and selecting a new Managed Print Services (MPS) vendor, I focus on finding one that offers a customized and scalable solution tailored to my specific needs and goals. The reputation, experience, and customer service of the vendor are crucial factors in my decision-making. To gauge their performance and reliability, I utilize online reviews, testimonials, case studies, and references. During negotiations for the new contract, I prioritize transparency, fairness, and flexibility in the terms and conditions to ensure a beneficial agreement for my organization.

Upon selecting a new Managed Print Services (MPS) vendor, my next step is to plan and execute the transition in a smooth and efficient manner. This involves collaborating closely with the vendor to develop a detailed transition plan. The plan encompasses various steps such as device installation, configuration, testing, training, and support. I also make it a point to communicate this transition plan clearly to my IT staff and end users, addressing any questions or concerns they might have. Throughout the transition process, I remain vigilant in monitoring and evaluating its progress, reporting any issues or feedback to the vendor to ensure a seamless and successful changeover.

After the completion of the transition to a new Managed Print Services (MPS) solution, my focus shifts to optimizing and managing it effectively to reap the intended benefits. This involves a regular review of the performance and usage of my print devices, making adjustments to settings or parameters as needed. I also take full advantage of the tools and features provided by the vendor, such as analytics, reporting, security, and automation functionalities. Additionally, maintaining a regular line of communication and collaboration with the vendor is key. I seek their guidance and assistance whenever necessary to ensure the MPS solution continues to meet my organizational needs efficiently.

As the final step in managing my Managed Print Services (MPS) solution, I periodically review and renew the MPS contract to ensure its continued relevance and effectiveness. This involves evaluating the value and satisfaction provided by the vendor against my initial objectives and expectations. I also consider any changes in my business needs or goals, and request modifications or enhancements to the MPS solution as necessary. Additionally, renegotiating the contract terms and conditions is crucial, as it allows me to explore opportunities for improving quality, efficiency, or cost-effectiveness of the MPS service. This regular review ensures that my MPS solution aligns with my evolving business requirements.