Managed Print Guru

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Go GREEN with Managed Print Services

 

 

A top initiative for many companies today is Going GREEN.  Managed Print Services allows a lot companies to reach the initiative of going GREEN.  There are four keys to look at when you and your company are going GREEN:

1.  Carbon footprint size and power consumption

2.  Paper consumption

3.  Other consumables consumption

4.  Obsolete equipment management

Going GREEN can be a top initiative, but if you don’t Monitor, Measure, and Manage you and your company that are not truly going  GREEN.  A great website to use to measure your initiative is HP’s Carbon Footprint Calculator.  This calculator help you measure to see which MPS solution will help you reach your GO GREEN initiative.  To Manage and Monitor your initiative, look at PrintAudit.  They have great software to do this.  For more information HP’s Carbon Footprint Calculator and PrintAudit, please see the links below. 

Cheers,

MPG

www.hp.com/large/ipg/ecological-printing-solutions/carbon-footprint-calc.html

www.printaudit.com

February 22, 2010 Posted by | Info for CEOs & CFOs, Info for IT Directors | Leave a comment

Obtaining Page Counts HP Printers

This is a GREAT Post for sales reps who do assessments or discoveries manually.  Here are the ways the get config pages from most HP LaserJet Printers.  This information is NOT mine, but comes from HP.  I don’t own any of this information.  Enjoy!

HP LaserJet 4L and HP LaserJet 4ML printers

  1. Make sure that the printer’s Ready light is on.
  2. Briefly press the printer’s Front Panel button (do not hold it down).

After approximately 6 seconds, the Data light will turn on and the Ready light will blink. The Self-Test page will then print.

HP LaserJet 4P and HP LaserJet 4MP printers

  1. Press the printer’s (On Line) button to take the printer offline.
  2. 00 OFFLINE appears on the display.
  3. Press the (Menu) button repeatedly until TEST MENU appears on the printer’s display.
  4. Press the (Item) button.
    SELF TEST appears on the display. Press the (ENTER) button.
    05 SELF TEST appears on the display for several seconds, then 06 PRINTING TEST appears while the PCL Configuration page prints.
  5. After the page prints, press the (On Line) button to return the printer to the online state.

HP LaserJet 4 and HP LaserJet 4M printers

  1. Press the printer’s (On Line) button to take the printer offline.
  2. Press the Control Panel (Menu) button until TEST MENU appears on the display.
  3. Press the (Item) button until SELF TEST appears on the display.
  4. Press the (ENTER) button.
    The Self-Test will print.
  5. Press the (On Line) button to return the printer to the online state.

HP LaserJet 4 Plus and HP LaserJet 4M Plus printers

  1. Press the printer’s (On Line) button to take the printer offline.
  2. Press the Control Panel (Menu) button until TEST MENU appears on the display.
  3. Press the (Item) button until SELF TEST appears on the display.
  4. Press the (ENTER) button.
    The Self-Test will print.
  5. Press the (One Line) to return the printer to the online state.

HP LaserJet 4V and HP LaserJet 4MV printers

  1. Press the printer’s (On Line) button to take the printer offline.
  2. Press the Control Panel (Menu) button until TEST MENU appears on the display.
  3. \Press the (Item) button until SELF TEST appears on the display.
  4. Press the (ENTER) button.
    The Self-Test will print.
  5. Press the (On Line) button to return the printer to the online state.

HP LaserJet 4si family and HP LaserJet 4si MX printers

  1. If the printer is online, press the (On Line) button to take the printer offline.
  2. Press the Control Panel (Menu) button until TEST MENU appears on the display.
  3. Press the (Item) button until SELF TEST appears on the display.
  4. Press the (ENTER) button.
    The Self-Test will print.
  5. Press the (On Line) button to return the printer to the online state.

HP LaserJet 5L printer

  1. Ensure that the Ready (bottom) light is on and that all other LED’s are off. If necessary, wake up the printer from sleep mode by pressing the Front Panel Button.
  2. Briefly press and release the Front Panel Button.
  3. The Data (middle) light will turn on, the Ready (bottom) light will blink, and the Self-Test page will print.

HP LaserJet 5P and HP LaserJet 5MP printers

  1. While the printer is in the Ready mode, simultaneously press the (Go) and (Reset) buttons on the printer’s status panel.
  2. The Self-Test page will print.

HP LaserJet 5, 5M, 5N, and 5se printer

  1. Press the printer’s (Menu) button until Test Menu appears.
  2. Press the (Item) button until Print Self-Test appears.
  3. Press the (Select) button.
  4. The Self-Test page will print with a menu map.

HP LaserJet 5si family printers and HP LaserJet 5si Mopier

  1. Press the printer’s (Menus) button repeatedly until the display reads TEST MENU.
  2. Press the (Items) button repeatedly until the display reads PCL CONFIGURATION PAGE.
  3. Press (Select *).
  4. The control panel display will read PRINTING CONFIGURATION PAGE and the test page will print.

HP LaserJet 6L printer

  1. Make sure that the Ready (bottom) light is on and all other lights are off. If necessary, wake up the printer by briefly pressing and releasing the Front Panel button.
  2. Briefly press and release the Front Panel button.

HP LaserJet 6P and HP LaserJet 6MP printers

  1. Briefly press the (Go) button and the (Job Cancel) button at the same time when the printer is in a ready state (Ready front light on).
  2. The PCL Self-Test page will print.

HP LaserJet 1100 printer

Ensure that the printer is in the Ready state. If the printer is in sleep mode, press the (Go) button

  1. To wake it up.
  2. Press and release the (Go) button on the printer control panel.
  3. The Self-Test page will print.

HP LaserJet 2100 printer

  1. Ensure that the printer is in the Ready state. If the printer is in sleep mode, press the (Go) button to wake it up.
  2. Press and release the (Go) and (Job Cancel) buttons simultaneously on the printer control panel.
  3. The Self-Test page will print.

HP LaserJet 3100 and 3150 printers

  1. Press the (ENTER/MENU) button.
  2. Use the < and > keys on the printer’s control panel to select Reports, then press (ENTER/MENU).
  3. Use the < and > keys to select Self Test, then press (ENTER/MENU).
  4. The HP LaserJet 3100 product exits the Menu settings and prints the report.

HP LaserJet 4000 family printers

  1. Press the printer’s (Menu) button until INFORMATION MENU appears.
  2. Press the (Item) button until PRINT CONFIGURATION appears.
  3. Press the (Select) button to print the configuration page.

HP LaserJet 4050 family printers

  1. Press the printer’s (Menu) button until INFORMATION MENU appears.
  2. Press the (Item) button until PRINT CONFIGURATION appears.
  3. Press the (Select) button to print the configuration page.
  4. The display will read PRINTING CONFIGURATION and the configuration page will print.

HP LaserJet 5000 family printers

  1. Press the printer’s (Menu) button until INFORMATION MENU appears.
  2. Press the (Item) button until PRINT CONFIGURATION appears.
  3. Press the (Select) button to print the configuration page.
  4. The display will read PRINTING CONFIGURATION and the configuration page will print.

HP LaserJet 8000 family printers and HP LaserJet Mopier 240

  1. Press the printer’s (Menu) button repeatedly until INFORMATION MENU appears.
  2. Press the (Item) button repeatedly until PRINT CONFIGURATION appears.
  3. Press the (Select) button to print the configuration page.
  4. The display will read PRINTING CONFIGURATION and the configuration page will print.

HP LaserJet 8100 family printers and HP LaserJet 320 Mopier

  1. Press the printer’s (Menu) button repeatedly until INFORMATION MENU appears.
  2. Press the (Item) button repeatedly until PRINT CONFIGURATION appears.
  3.  Press the (Select) button to print the configuration page.
  4. The printer’s display will read PRINTING CONFIGURATION and the configuration page will print.

HP Color LaserJet 5 family printers

  1. If the printer is online, select the (On Line) key to take the printer offline (the On Line indicator goes out).
  2. Press the (Menu) key repeatedly until PCL TEST MENU or PS TEST MENU * appears on the first line of the Printer’s display panel.
  3. PCL SELF TEST or PS SELF TEST should automatically appear on the second line.
  4. Select the (ENTER) key to print the Self-Test page.
  5. 06 PRINTING PS TEST or 06 PRINTING PCL TEST appears briefly and, after about 10 seconds, the page prints.
  6. Press the (On Line) button to put the printer back online (the On Line indicator goes on).
    “00 PCL READY” or “00 PS READY” appears in the display window.

HP Color LaserJet 4500 family printers

  1. On the printer control panel, press the (Menu) button repeatedly until INFORMATION MENU displays.
  2. Press the (Item) button repeatedly until PRINT CONFIGUATION displays.
  3. Press the (Select) button to print the configuration page.
  4. The display will read PRINTING CONFIGURATION PAGE while the configuration page prints, then the printer will return to the READY state.

Color HP LaserJet 8500 family printers

  1. Press the (Menu) button repeatedly until INFORMATION MENU appears on the printer control panel display.
  2. Press the (Item) button repeatedly until PRINT CONFIG PAGE appears on the display.
  3. Press the (Select) button to print the page.
  4. The display will read PRINTING CONFIGURATION PAGE while the configuration page prints, then the printer will return to the READY state.

I hope this helps.

Cheers,

MPG

February 21, 2010 Posted by | Equipment Tips | Leave a comment

Sales Tip of the Day: Elevator Speech

 

It doesn’t matter if you are a sales rep or not, everyone uses elevator speeches to pitch, their product, service, idea, or themselves.  When it comes to selling a service, you NEED a GREAT elevator speech.  You might only have 30 seconds to “hook” a potential customer.  When you are trying to meet with C-level executives, you better have a great elevator speech.  What makes a great elevator speech?  You can read the internet and books about the DO and DON’TS of elevator speeches, but take it from the MPG; there are 5 Key factors of an elevator speech.     

1.  Your elevator speech needs to sound effortless, conversational, and natural.   If it is natural, it will open a window to your personality and the speech won’t sound memorized or canned.  In order to this, you need to practice it and make sure you don’t use industry jargon or acronyms that the potential customer may not comprehend. 

2.   It needs to be memorable and sincere because you only have chance to land the “hook.”  The “hook” is an intriguing aspect that will engage the potential customer, prompt him or her to ask questions, and give you a chance to land your assessment.

3.  Practice writing and rewrite your speech, sharpening its focus and eliminating those unnecessary words and phrases that might trip you up and have the potential customer asking “WHAT??” mentally.  

4.  Make sure your delivery sounds confident, warm, and enthusiastic.  The potential customer is looking and listening, so you need to be confident and maintain eye contact with your potential customer.  Besides a good speech, you need to look GOOD too.

5.  HAVE PASSION!!!!!  You are painting a picture and it needs to be believable.  If you don’t have PASSION, you will next move onto the next step.  You can have the best elevator speech, but if you don’t deliver it with PASSION, you have nothing.Overall, if you practice and have PASSION, you should be able to deliver a good elevator speech at any time or place.  Remember, you never know when you will need your elevator speech. 

Cheers,

MPG

February 20, 2010 Posted by | Uncategorized | Leave a comment

Print Management Solutions: FM Audit & PrintFleet

              Managed Print Services is a great program for every business, but a lot of sales reps don’t know how to sell it.  They try to sell it like they sell copiers and that is NOT how you sell MPS.  MPS is not about the equipment, it is about the knowledge you are going to give your client and the headaches you are going to take away for your client.  The knowledge starts with the monitoring software aka DCA (data collection agent).  There are a wealth of print management solutions on the market with the leading third-party names encompassing FMAudit, Print Audit, and PrintFleet.   Add to that a handful of smaller providers as well as solutions like Xerox’s Page Pack, HP’s WebJet Admin, and Toshiba’s Encompass.  I have had experience with all of them, but it comes collecting data, two stand out. 

            I prefer FM Audit and PrintFleet.  Both are very easy to load, but FM Audit does a better job at monitoring and they have a great solution for picking up location devices.  PrintFleet says they will have a better solution for picking up rabbit devices in about a month.  When it comes to reporting,  PrintFleet definitely has better reporting.  There are so many more reports you can customize with Printfleet and really give your customer what they want.   Both solutions have the USB keys and they are both good, but real MPS sellers can get the software loaded server onto the a prospective client before he or she starts an assessment demonstrates they come from true MPS company.  Both of these solutions have great software and I would recommend to any MPS dealer. 

            If you are an IT director of a company, I would definitely recommend either DCA for your network because they are both safe and reliable.  Also, if you have an MPS company doing an assessment for your company allow them to load the software because it will allow them to demonstrate real information to you.  The USB keys only illustrate a little knowledge of what these DCA can really do.  To learn more about these two companies and what else they have offer, check out their websites below.

         www.fmaudit.com Home

www.printfleet.com PrintFleet Logo

Cheers,

MPG

February 20, 2010 Posted by | Info for CEOs & CFOs, Info for IT Directors, Software Tips | Leave a comment

MPS and Lean Six Sigma DMAIC process – one in the same.

DMAIC-PROCESS

The DMAIC process is a Six Sigma methodology for improving an existing or established process of service.  Five steps compose this process and each step may be used in an iterative or cyclical fashion.

These steps are:

  • Define   (In my MPS solution, I call this conceptual conversation and expectation findings)
  • Measure (In my MPS solution, I call this discovery stage or assessment)
  • Analyze (In my MPS solution, cost consensus and agreement meeting)
  • Improve (In my MPS solution, need expectations with proposed solution)
  • Control  (In my MPS solution, implement solution and control and improve solution)

 Lean Six Sigma works!!! Believe me, it has helped my business!!!

Cheers,

MPG

February 16, 2010 Posted by | Uncategorized | Leave a comment

Dear Business Owner: Is MPS right for you?

Jim Joyce, a Xerox Senior VP wrote a great article on the topic of MPS and if it right for your business.    He illustrates 6 key points, which I feel demonstrate why MPS is a great program for any type business. 

1. “Will this effort truly deliver a defined and hard dollar return on investment?”  Depending on your business and how you have been controlling your output devices, you should see a 15% – 30% savings on your bottom line when it comes to your output devices.  Don’t BE FOOLED by a big savings upfront because a good MPS provider and solution should CONTROL your bottom line during the length of the agreement. 

2. “Are you benefiting from your current investments?”  You need to define your current costs and take a deep-dive into your current output devices.  Does your current environment and fleet meet all your needs?  Will your new fleet keep up with your five-year plan.  Your equipment has a huge play on your business processes and you must make sure your equipment can keep up with your processes.  This is KEY. 

3. “Can your technology keep up?”   Your MPS provider must adapt to your company and help you streamline your business processes and improve workflow as your business changes.   Business changes all the time, your MPS solution needs to also.   MPS must IMPROVE your business as well as adapt. 

4. “Does your print infrastructure support other company objectives?” MPS is NOT only about saving money and improving workflow, but it can be about other initiatives within your company like going green, or going paperless.  One customer I work with less month wanted to recycle cartridges and donate money to a local hospital for every time they saved paper.   So we built a solution to control their paper usage and improve their status within the community.  MPS providers should adapt to your needs and objectives.

5. “Does downtime cost you?”  MPS providers need to look at your costs especially at hidden costs like IT downtime and outsourced work when devices are down.  These costs effect the bottom and these costs need to be found and illustrated during the current costs. 

6. “Do you have more important things to focus on than print?”  Jim Joyce says it the best: “The first step is to see your print infrastructure as a means of leveraging new sources of value.”

For Jim complete article:  http://news.zdnet.com/2100-9595_22-270560.html

Cheers,

MPG

February 16, 2010 Posted by | Info for CEOs & CFOs, Info for IT Directors | Leave a comment

IT Director, CEO, CFO: What makes a good MPS assessment for your Company?

Attention: IT Director, CFO, CEO

A good Managed Print Services provider should provide your company with a good assessment, which includes enough information to help your company control your costs and improve workflow.  Here are 5 areas GREAT MPS providers will illustrate during their assessment, and if they don’t show them the door.

1.  Devices – Who owns the output infrastructure?  Not just the printers… think about the copiers, multifunction devices, fax machines, scanners, etc. 

2.  Supplies –  This is a huge area of cost!  Buying toner cartridges for multiple incompatible devices, associated inventory costs as well as administrative time spent ordering all contribute NEGATIVELY to the overall cost.

3.  Management Process – In most companies  there are multi-vendors with a variety of service contracts and uncoordinated leases.

4.  Hidden Costs – Managing multiple service contracts and training users on a wide variety of equipment is time-consuming and costly and MPS providers should know how to control these costs.

5.  Environment – No two businesses are the same, make sure a MPS vendor doesn’t try to change your environment or your workflow to something that doesn’t work for you.  They need to learn your business and workflow before they can give you advice and this should during reviews once an agreement is made, NOT during the assessment.  Environment changes come during an MPS agreement, not during an assessment!

Remember not all assessments are created equal; if you have questions about an assessment that a vendor is doing for your company and want help, contact the Managed Print Guru @ managedprintguru@gmail.com for help.

Cheers,

MPG

February 15, 2010 Posted by | Info for CEOs & CFOs, Info for IT Directors | Leave a comment

Probing Questions For Sales Reps!!!!

Here is a list of MPS questions for sales reps to ask potential customers.  These are not in any particular order, so make you your own list because not all these questions will apply to all customers.  All customers are different, so your probing questions should be different for each customer.

1.  What expectations do you have of me as a consultant?

2.  Do you have any current document management initiatives?

3.  Electronic Records/ Scanning iniatives?

4.  What kinds of documents are you currently producing?  How?  What would you like to produce that your not?

5.  Who manages your printers today? Services them? Orders Supplies?

6.  Do you currently receive any reporting on performance, uptime, volume etc?

7.  Do you carry supply inventories for your document output fleet?

8.  How many printers do you have? Copiers? MFD’s? Faxes?

9.  How many prints do you produce? Copies?

10. Do you have printers, faxes, copiers (digital or analog) in the same workgroups?

 11.  In MFD environments, what is the percentage of print migration?

12.  Do you have equipment leases? When do they expire?

13.  Do you have a help desk that deals with printer or copier related issues?

 14.  What percentage of calls is related to the printers/ copiers?

 15.  If you could add anything to your current document capabilities what kinds of things would they be?  (not limited to machines) IE: scan to email,

 16.  Is IT involved in managing printer related issues? Do you have service contracts?

 17.  Who are your current Copier, MFD, Printer, Print Center vendors?

 18.  Why are they your vendors?

 19.  On a scale of 1 –10 how would you rate your current vendors?

 Why did you give them that rating?

20.  Any initiatives coming up to add or replace any of your current machines?

21.  What is you procurement process?

22.  Who are the decision-makers?  What is the best way to get a hold of them?

23.  Who is the IT Director?  What is the best way to get a hold of them?

Cheers,

MPG

February 15, 2010 Posted by | Sales Tips Of The Day | Leave a comment

Marketing: E-mail Marketing for MPS

Have you done e-mail marketing for MPS, but have got no leads???   Here are some common problems and solutions with e-mail marketing and what to put in the subject line.

1. Keep your Subject Line Short – Keep it short and sweet, the subject line is used to entice the reader.

2. No Personalization– Consumers are recognizing personalized messages in the subject line is a sales tactic and will not open it.  Focus on the offering.

3. Avoid Using Offer Words That Are Blocked By Spam Filters – It is important not to use common offer words such as “save 20%”, “free” assessment, or control your “costs” in the subject line. These will almost always be blocked by spam filters.

4. Not Knowing Your Audience – It is important that you know your audience and understand why they would open your e-mail.

5. Avoid Using Symbols That Are Blocked By Spam Filters – Recipients have been programmed to recognize these symbols as spam.

Cheers,

MPG

February 15, 2010 Posted by | Marketing Tips | Leave a comment

Sales Tip Of The Day: Two Ears One Mouth, Use Them Accordingly!

 Customers always tell me that all sales people talk too much.  Even more embarrassing, when I was a sales director I was told by a customer that I talked too much, and as sales people we know we talk too much. But how can we sell more while talking less?                                                                                                                                                                                         The truth lies in letting the customer speak first.  Everyone has two ears and one mouth, sales reps need to listen more and talk less.  If sales reps probe effectively, customers will tell sales reps everything they need to know about the deal.  Then, when it’s the rep’s time to talk, he or she can focus their remarks on what he or she knows to be important to the customer, instead of what he or she thinks they might want to know.

Odds are sales reps if they listen more and speak less, they will sell more!

Cheers,

MPG

February 15, 2010 Posted by | Sales Tips Of The Day | Leave a comment