In the realm of healthcare operations, where every penny counts and efficiency is paramount, managing printing expenses and operations can be a game-changer. With the omnipresent need for printing across various departments, floors and locations, healthcare organizations often find themselves grappling with substantial costs and logistical challenges associated with maintaining numerous printing devices. 

Enter Managed Print Services (MPS), the saving grace for healthcare enterprises looking to slash costs while gaining better control and predictability over their print infrastructure.  

Transitioning to MPS isn’t just about cutting costs (although those savings can easily reach the millions for a larger healthcare system); it’s about streamlining operations and enhancing productivity. Here, we delve into the essentials of implementing MPS in healthcare organizations, shedding light on crucial steps for a seamless transition and addressing common hurdles along the way. 

While this guide focuses on the healthcare sector, the principles of MPS implementation are universally applicable across enterprise organizations. By embracing Managed Print Services, healthcare organizations can revolutionize their print operations, paving the way for cost savings, efficiency gains, and enhanced patient care. 

Remember, the journey towards optimized print operations begins with a single step – and with MPS, that step could lead to transformative outcomes for healthcare organizations. 

 

The Tendency to Underestimate 

In the realm of implementing Managed Print Services (MPS), one common pitfall is underestimation. It’s easy for managers and organizational leaders to overlook the magnitude of resources and effort required for a successful implementation. From change management and communication strategies to IT support and user resistance, the challenges can often be more substantial than initially perceived. 

 

Underestimating the need for a robust change management and communication strategy can lead to resistance and confusion among staff members. Likewise, overlooking the strain an MPS implementation places on IT resources can result in operational bottlenecks and delays. 

Resistance to change is another factor frequently underestimated. Users may resist adopting new printing protocols or technologies, causing friction and impeding the implementation process. 

Recognizing and addressing these potential pitfalls is paramount. A realistic evaluation of effort and resources sets the stage for a smoother transition to MPS. That’s why at Advance Business Systems, we prioritize a comprehensive assessment of the existing print operation as the starting point for any implementation project. 

By acknowledging the tendency to underestimate and taking proactive steps to mitigate its impact, healthcare organizations can navigate the complexities of MPS implementation with confidence and clarity. 

Essential Components for a Successful Managed Print Services (MPS) Implementation 

Assessment 

The foundation of a successful MPS implementation lies in a thorough assessment of the existing print operation. This assessment not only sets realistic timelines but also determines the necessary workforce size for the job. Uncovering all hidden devices, which weren’t initially inventoried, is crucial. A detailed inventory encompassing device types, brands, models, leases, and lease terms provides the groundwork for a seamless transition to MPS. 

Location Details and Delivery Specifications 

In the healthcare sector, precise location details are paramount for efficient service and support. Instead of focusing solely on primary addresses, internal naming conventions recognizable to hospital staff should be utilized. Clear instructions on how toner cartridges will reach specific users and devices, including any special access requirements or contacts with specific managers, must be incorporated into location remarks for effective distribution. 

Access Management 

Throughout the MPS implementation, the managed print team will engage in tasks such as driver installation, software updates, and printer management software installation. While devices with print servers allow for centralized updates, those without present challenges, particularly when physical access is limited. Prearrangements should be made to ensure timely access to devices, preventing potential delays and interruptions. 

Coordination and Harmonization 

Alignment between the healthcare organization’s IT team and the MPS team is essential to avoid conflicts and disruptions during implementation. Close collaboration allows for synchronization of internal software updates and MPS deployment. Developing a structured implementation schedule, prioritizing buildings, and establishing IT freezes facilitate a smooth workflow, akin to orchestrating different trades in home construction. Accounting for holidays, regional work schedules, and individual staff availability ensures uninterrupted progress and minimizes potential bottlenecks. 

In essence, a successful MPS implementation hinges on meticulous planning, precise execution, and seamless coordination among all stakeholders involved. By addressing these key elements, healthcare organizations can navigate the complexities of MPS adoption with efficiency and effectiveness, reaping the benefits of streamlined print operations and cost savings. 

Recognizing the Strain on the IT Team 

The IT department stands to gain significantly from embracing Managed Print Services (MPS), transitioning from a maze of disparate systems to a unified control dashboard. However, the implementation journey places substantial demands on the IT team. Amidst existing responsibilities, executives must provide additional support to alleviate the burden on the IT workforce. Augmenting the team with extra personnel enables key managers to focus on strategic coordination and decision-making, ensuring uninterrupted progress across regular projects while dedicating attention to MPS implementation. 

Software Updates and Device Management 

Managing software updates and driver installations falls within the realm of the internal IT team’s responsibilities during MPS implementation. This entails updating printer software and installing drivers as necessary, ensuring seamless integration within the existing infrastructure. 

Addressing Printers without Print Servers 

Devices lacking print servers pose unique challenges, requiring individualized software updates and meticulous coordination to mitigate potential delays. Factors such as device access and dedicated staff scheduling must be carefully managed to optimize efficiency. 

Uncovering Hidden Devices 

A common discovery during implementation is the presence of unaccounted devices, ranging from unconnected printers to hidden units concealed under desks. Accurately assessing the scope of the project necessitates identifying and accounting for these hidden devices, allowing for precise planning and resource allocation. 

Understanding the User Impact 

User acceptance is crucial for the success of any implementation. However, amidst busy work routines, users may overlook or resist changes, leading to disruptions in workflow. Effective communication protocols play a pivotal role in preparing users for impending changes, fostering enthusiasm and excitement rather than apprehension. 

By recognizing the strain on the IT team, addressing technical challenges proactively, and prioritizing user engagement, healthcare organizations can navigate the complexities of MPS implementation with confidence and efficiency. 

Transparent and Ongoing Communication 

In the realm of Managed Print Services (MPS) implementation, clear and continuous communication is paramount. Transparency throughout the change process fosters trust and ensures stakeholder buy-in. Effective communication strategies encompass various channels and techniques to reach and engage all personnel. 

Cascade Communication Strategies 

Utilizing trickle-down communication strategies ensures information reaches every level of the organization. Team leaders receive leader-specific emails, mandating them to verbally brief their teams multiple times during weekly meetings, fostering understanding and alignment across all departments. 

Interactive Engagement Tactics 

Interactive communication methods prove highly effective in engaging users. Rather than mere notifications, mandatory questionnaires solicit feedback on printing devices and protocols, embedding key messages within the interactive form, promoting active participation and comprehension. 

Strategic Signage Placement 

Strategic placement of signage above print devices serves as a visual reminder of impending changes. These notifications inform users about the reconfiguration of print operations, emphasizing potential alterations in devices and protocols, and preparing them for adjustments in their daily routines. 

Effective User Training Methods 

User training is essential for seamless adoption of new devices and systems. To accommodate diverse schedules, working with key users facilitates knowledge dissemination. Distribution of “training one-pagers” detailing main functions and workflows, coupled with short training videos accessible via the Intranet, enhances user proficiency and confidence in utilizing new technologies. 

[Check out Advance’s Training Portal here!] 

By embracing transparent and multifaceted communication strategies and prioritizing comprehensive user training, healthcare organizations can navigate the complexities of MPS implementation with clarity, collaboration, and efficiency. 

Strategies for Seamless Change Implementation 

Structured Change Management Frameworks 

Adopting a structured change management approach, such as the ADKAR model (Awareness, Desire, Knowledge, Ability, and Reinforcement), provides a roadmap for managing change effectively. Establishing clear goals, timelines, and delineated responsibilities ensures a systematic and organized transition process. 

Thorough Training and Support Mechanisms 

Prior to introducing new software or equipment, comprehensive training tailored to diverse user needs is indispensable. Post-implementation support mechanisms, including help desks and peer champions, play a pivotal role in facilitating user adoption and bolstering morale throughout the transition phase. 

Continuous Monitoring and Adaptation 

Continuous monitoring and evaluation are critical for identifying and addressing challenges in real-time. Soliciting feedback from stakeholders and remaining open to making necessary adjustments ensures that the change process remains aligned with organizational objectives and responsive to employee needs. 

Understanding the Change Management Hurdles 

Overcoming Resistance to Change 

Resistance to change, often rooted in fear of the unknown or reluctance to depart from established routines, presents a significant obstacle in change management endeavors. Addressing these concerns through transparent communication and demonstrating the benefits of the change fosters acceptance and cooperation among employees. 

Effective Communication Strategies 

Effective communication is paramount for successful change management. Articulating the vision, benefits, and rationale behind the change cultivates understanding and buy-in from stakeholders. Clarifying users’ roles in the implementation process and elucidating how the change enhances their work routines or benefits the organization fosters engagement and enthusiasm. 

Ensuring Adequate Training and Support 

Insufficient training and support during the implementation of new technologies can impede user proficiency and hinder adoption. Providing comprehensive training programs and ongoing support mechanisms equips employees with the necessary skills and confidence to leverage new tools effectively, mitigating frustrations and preserving productivity and morale. 

By implementing these key strategies and addressing the inherent challenges of change management head-on, healthcare organizations can navigate transitions smoothly, fostering a culture of adaptability, innovation, and success. 

Here’s why embracing Managed Print Services (MPS) is indeed worth it: 

Addressing the Flaws of the Old System 

Repeatedly, MPS implementations uncover numerous unaccounted devices, convoluted contracts, and wasteful practices. By streamlining and consolidating these aspects, healthcare organizations stand to save millions of dollars and enhance operational efficiency, particularly in toner replacement and distribution processes. 

Embracing Improvement: Better, Simpler, Easier 

A well-executed MPS implementation promises improved Service Level Agreements (SLAs) and simplified operations. Advance offers a single point of contact, a unified control dashboard, and consolidated support, streamlining print operations and facilitating informed decision-making to drive cost savings and efficiency gains. 

Advance’s team of experienced professionals guide organizations in optimizing their print environments, ensuring transparent and manageable billing structures tailored to their specific needs. Imagine managing 2,000 leased devices with varying lease dates—a logistical nightmare. Advance can ease this burden by restructuring leases under a single master agreement, simplifying tracking and management. 

The IT Department Stands to Gain 

The primary beneficiaries of MPS implementation are internal IT teams. Reduced user complaints and service tickets translate to less hassle and smoother operations for IT personnel. By entrusting service ticket management to Advance, internal IT teams can focus on other critical projects without the distraction of print-related issues, enhancing overall productivity and effectiveness. 

In essence, the value proposition of MPS extends beyond mere cost savings—it encompasses operational efficiencies, simplified management, and enhanced IT support, positioning healthcare organizations for success in an increasingly demanding landscape. 

Achieving Success 

Resistance to change is natural, and navigating through implementation challenges can be daunting. However, an enterprise organization eyeing Managed Print Services (MPS) can ensure a smooth transition by considering the insights shared in this article. 

Strategic Planning for Seamless Execution 

With meticulous planning and precise execution, an MPS implementation can progress seamlessly, overcoming potential hurdles like scope creep, delays, and confusion. Location by location, the print operation consolidates under a unified control dashboard, streamlining toner replacements, enhancing cost tracking, and simplifying management processes. 

Comprehensive Support for Operational Efficiency 

Advance offers comprehensive support beyond implementation. With scheduled toner replacements and a centralized control system, operations become more manageable and efficient. Additionally, our robust ticketing system ensures prompt response to any service calls, supported by our team of expert technicians ready to resolve issues swiftly. 

Embracing the Benefits: User Satisfaction, IT Efficiency, and Cost Savings 

Upon completion, users will appreciate the streamlined processes and reliable toner distribution protocols, while the IT department enjoys simplified management processes and reduced service tickets. Meanwhile, the C-suite can celebrate the annual savings and improved operational efficiency brought about by MPS implementation. 

In conclusion, by adhering to best practices and leveraging the expertise of seasoned professionals, healthcare organizations can transition to Managed Print Services with confidence, unlocking a happy ending characterized by enhanced productivity, reduced costs, and overall operational excellence. 

 

Contact the Print Management Specialists at Advance Business Systems Today 

Advance is a complete business solutions provider serving clients nationwide. Interested in a pleasant, productive, and refreshing Managed Print Services experience? Reach out to the team at Advance Business Systems today at 410-252-4800.