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MPS: Strategy Meeting (Agreement Meeting)

After finishing the 2nd analysis, the next step of the MPS process is complying all the data and information and presenting it to the client to gain agreement.  The goal of this meeting is to have the client agree to the findings and pre-strategy.

Steps to make sure this meeting is successful:

1.  Make sure you are meeting with the decision maker and person who can actually sign off on the solution.

2.  Present findings, costs, and make sure every number and finding is validated.   Have the decision maker sign off to validate the findings.  If there is an objection to the findings, review it.  This is a consensus meeting, findings are open to discussion, remember that!

3.  Focus on the pain points and make sure you focus on what the customer defines as value.

4.  Present a snapshot of your strategy to build excitement and to demonstrate you understand what the customer values.

5.  Determine who else needs to buy-in.  (Sometimes all executives need to buy-in in order for the decision maker to sign off)

6.  DON’T schedule the next meeting, which is presenting the final proposal until the customer is ready to make a final decision and move forward.  If they don’t validate the findings or don’t seem interested in making a decision, you are either not talking to the decision maker or you don’t understand what the customer values.  So, don’t schedule the next meeting because you will not get an answer.


August 27, 2010 Posted by | Sales Tips Of The Day | 2 Comments

MPS: Conducting 2nd Analysis

After reviewing your information and numbers from the 1st analysis and defining a MPS solution on certain pain points, it is time complete the 2nd analysis and strengthen the MPS solution you believe might be right for the customer.

The 2nd analysis provides great opportunity to build relationships with the customer that will help you win the MPS deal, make sure you conduct additional interviews and validate the pain points thru user experiences.

Here are some key steps that need to done to have a successful 2nd analysis:

1.  Take configurations pages on all devices. (printers, copiers, faxes)

2.  Confirm inventory of all devices and make sure you know which ones are leased and which ones are owned.

3.  Gather additional information that will validate your MPS solution that you came up with during your pre-strategy meeting (see last blog post).

4.  Interview, Interview, Interview – Customers define VALUE.

August 26, 2010 Posted by | Customer Service Tips, Marketing Tips, Sales Tips Of The Day | Leave a comment

MPS: Pre-Strategy before 2nd Analysis

Before you go thru for a second analysis and collect another round of meter reads from copiers, printers, and fax machines, MPS reps should review the information that have collected and start to build a solution.  By starting to build your solution before the second analysis, you can identify gaps that you will need to fill to strengthen your solution, i.e. better interview info from employees or why there is a printer, copier, and fax in the one area.

Here are some questions MPS reps should ask themselves before going for their second analysis:

1.  Evaluate your data and information collected to make sure it has validity.

2.  Identify additional information you will need to validate your solution.

3.  Identify which pain points you think your solution should be built around.

4.  Identify ways you will want to get your customer excited about MPS and market your pre-solution around the pain points you have identified.

5.  Think about how your competitors would respond to your ideas and make sure you think of ways your solution will be unique.

August 25, 2010 Posted by | Customer Service Tips, Sales Tips Of The Day | Leave a comment

MPSA and Newfield IT – Webinar 8/25/10 11am need to become member to register

Join the MPSA and Newfield ITTo learn more about the Good… the Bad… and the Ugly… In performing Assessments in Managed Print Services.

During this free webinar you will hear the expert advice of someone who has done over 110 assessments, works as an independent body within the industry, and has invested heavily in developing products to automate the assessment process. Learn where the pitfalls are in the process and what’s fact vs. fiction?

RSVP for this Higher Education Event
Webinar Agenda:

Webinar Schedule:

  • Assessments – do they matter?

  • State of the market

  • Fact vs Fiction

  • Building the business case

  • Should you charge?

  • Date: August 25, 2010

  • Time: 11:00 AM (ET)

<RSVP for this Event>

Dedicated to your Success
If the MPSA can be of any assistance to you, please
feel free to contact any of our board members.

August 24, 2010 Posted by | Customer Service Tips, Marketing Tips | Leave a comment

MPS: Assessment Steps

The goal of a MPS assessment is to build a case for MPS and your offerings by collecting and documenting evidence and interviewing employees.  Remember, customers define value, so the more people you talk to the better you will understand value.

Your assessment should include:

1.  Tagging and Mapping all devices.  (Understanding why the devices are placed where they are)

2.  Obtain floor plan to demonstrate walking distant and proximity of devices to employees.

3.  Take configuration pages off all devices.

4.  If a device doesn’t provide a configuration page, ask users how many pages they print or copy in a week.

5.  Ask users about their experiences regarding each device.  Do they need color, finishers, etc.

6.  Obtain all contracts, costs, service agreements, long distance charges for fax machines.  Make sure you get all cost pertaining to printing and copying.

August 24, 2010 Posted by | Customer Service Tips, Sales Tips Of The Day | 1 Comment

Equitrac: A new version of its Equitrac Express


New Features and Functionality Help Organizations Reduce Document Costs,
Increase Document Security and Eliminate Waste

PLANTATION, FL – AUG 23, 2010 – Equitrac, a global provider of intelligent
print management and cost recovery software, today announced the
availability of Equitrac Express(r) and Equitrac Office(r) version 4.2. With
this update, Equitrac strengthens its solution for education providers and
commercial enterprises, such as financial services and healthcare
organizations, who are looking to reduce document costs, increase document
security, and eliminate waste through print management.

“The new version expands the tracking, security and management
functionality of Equitrac Office,” said Gaetan Spake, vice president of
product management, Equitrac Corporation. “The new features also provide
more precise tracking and reporting of print activity so that customers can
get the most out of Equitrac’s print management solutions.”

New features enhance both the end-user’s and the IT administrator’s
experiences with Equitrac products:

Printing and Print Tracking
* Print Job re-queuing protects privacy, reduces waste and saves money by
ensuring that jobs will only print while a user is signed into Equitrac.
Thus, if a user releases multiple print jobs but they do not print due to a
printer problem, the unprinted jobs are sent back to the secure queue when
the user logs out. This avoids jobs being printed once the error clears but
the user is no longer at the MFP.
* Batch print tracking streamlines workflows by enabling users to batch
print a series of jobs and only be prompted for a billing code once.
* Equitrac’s Follow-You Printing(r) now displays and releases print jobs
held by an LRS (Levi, Ray and Shoup) VPSX PersonalQ print queue. Integration
with LRS VPSX provides enterprise-wide, non-Windows print tracking,
expanding the reach of Equitrac print management solutions in markets such
as healthcare and financial services that print from UNIX-based and
mainframe applications.

User and Device Reporting
* Equitrac has extended its reporting capabilities with reports based on
user location, device location and custom device group. Users can now run
both detailed and summary reports that can be organized by user, user
location, account type, device type, device location, and/or custom group.
Administrators can group their devices by any criteria they choose and
report activity accordingly.

Integration and Management
* New features simplify and enhance account synchronization with Active
Directory and LDAP, including filtering, connection testing and flexible
account type support.
* New server components and updates can be deployed across the enterprise
without administrator intervention.
* Flexible configurations, improved tracking and costing, more efficient
workflows, and increased billing capabilities are now available for
additional embedded devices, including:
o Ricoh PCC4 Single Sign-On for EFI SendMe and IKON DocSend
o Kyocera Mita “release all” button
o Billing code fields and copy page size features for Konica Minolta and
Océ devices
o Access to color copying can now be controlled by Windows group membership
for Konica Minolta, Xerox, Kyocera Mita, Oce and Sharp devices

Specific to Equitrac Express, new features for education organizations
* Offline campus card authentication keeps campuses working even when their
campus card server is offline for scheduled or unscheduled maintenance.
Equitrac’s campus card caching permits users to continue to charge printing
and copying to their campus card accounts up to a pre-set offline limit.
Those offline charges are updated once the campus card server is back on
* Administrators can now assign user balances and color quotas by Windows
group, such as grade level or school
* Integration with ParentPay allows Equitrac to accept student campus card
balances managed by ParentPay.
* Sagio value card users can now login to devices secured by an Equitrac
end point and pay for the transaction either from the value card or an
Equitrac account.

Equitrac Office or Equitrac Express users currently under a maintenance
contract are eligible to upgrade at no cost. For more information on
Equitrac Office or Equitrac Express, email

August 24, 2010 Posted by | Software Tips, Solutions | Leave a comment

MPS: Customers define value

MPS consultants need to understand that MPS customers define value, the solution or sales rep doesn’t define value.  MPS customers hire you to accomplish many different jobs within their organization or to help bridge the gap between steps in order to get a job done.  Part of a MPS consultants job is to demonstrate that they are adding value to their client’s organization.  One way to do this is by having monthly or quarterly meetings to uncover other services and value add you can bring to your client.

Here are some questions MPS consultants should be asking during monthly or quarterly meetings (larger customers = monthly meetings and smaller customers = quarterly meetings) with customers:

1.  Now that you have a MPS solution in place, what are you trying to accomplish when it comes to documents and printing?

2.  What are your goal and objectives moving forward?

3.  What problems are occuring with the MPS solution in place and what goals can we prevent in the future?

4.  What other repsonsibilities do you have now that these current MPS services are being used?  How do they differ from before?

Questions like these illustrate to your customer that you are adding value to their company, and now you are truly consulting with this customer and not just selling because the CUSTOMER will DEFINE the VALUE.

August 23, 2010 Posted by | Uncategorized | 1 Comment

MPS Marketing Website

Every so often I like to pick a MPS provider and check out their website to see what their offering.  Today, I looked at Meridian Imaging Solutions of Alexandria, VA. 

Meridian Imaging Solutions offers more than just MPS, but the reason I picked their site was that I liked the fact that not only had a great page about MPS, they had a great page of workflow assessment.  Nothing on their page is flashy or over the top, they have good key points and great information.  I really like the fact that they offer Workflow Assessments.  Done right a Workflow Assessment is  another great service that can help boost your overall Managed Service offering. 

Meridian Imaging Solutions – check them out.

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

MPS Training

Whether your MPS solution adds to new equipment or just retains the customer’s current equipment, training is an on-going process.  In many cases, customer don’t know how to even use all the features of their current equipment.  Besides training customers on equipment, as a MPS consulant you should demonstrate the process of supplies and service fulfillment as well as the invoice process. 

When adding new technology and solutions, here are some good questions to ask yourself:

1.  Who will get trained?  – Base this upon employee rolls within the company.

2.  When do they get trained?  – Want to make it a time when you have people’s attention.

3.  Who is the best person to the initial training, the follow-up training, and ongoing training?

4.  What type of end-users are you dealing with?  – Base this on user surveys and observe them perform daily tasks.

5.  How much will training cost?

August 11, 2010 Posted by | Customer Service Tips | Leave a comment

MPS Tip of the Day

Managed Print Services is about productivity improvements whether a company is looking to downsize or expand and it is important for MPS rep to have business cases developed to demonstrate productivity savings.  Some MPS reps are have spoken to say they are uncomfortable with illustrating productivity savings, but C-level executives love they type of data.  Remember productivity improvements are identified by work that can be eliminated. 

Here is a quick example of how to show productivity gains:

  If the MPS consultant finds that a company can increase productivity by 25%, this DOESN”T MEAN that 25% of the staff at that company is not needed.  It means the company’s staff will be able to do 25% more USEFUL work.  But remember productivity is only one small part of a staff member’s work.

August 9, 2010 Posted by | Marketing Tips, Sales Tips Of The Day | Leave a comment