Smooth Sailing: Preparing Your Team for a Managed Print Services Transition

What You’ll Learn

• How to help your team adjust to Managed Print Services (MPS)
• What automated supply ordering means for your staff
• How to organize supplies and request service the easy way
• What print management software does and how to use it
• How to introduce new printers without confusion
• How to encourage smarter, more efficient printing habits

 

You’re Not Just Changing Systems—You’re Helping Your Team Work Better

Making the switch to Managed Print Services can bring major benefits to your business: lower costs, better security, and less printer-related stress. But even the best systems only work if your team is prepared.

At Novatech, we support businesses across the U.S. during this transition—especially those with multiple offices. We’re here to make sure your employees understand what’s changing, why it matters, and how to make the most of it.

 

1. Supply Ordering: Let the System Do the Work

What’s Changing:

In the past, departments often ordered their own toner or ink. This sometimes led to over-ordering or running out at the worst time. With MPS, your system tracks toner levels and ships new supplies just before you run out—automatically.

Action Steps:

• Educate your team: Let everyone know that supplies will now arrive automatically—no need to place manual orders.
• Share support contact info: If something doesn’t arrive or there’s a question, your staff should know who to call or email.

 

2. Organizing Print Supplies

What’s Changing:

Even with automatic shipments, it’s helpful to keep a few backup supplies on hand—especially toner and paper.

Action Steps:

• Designate a supply spot: Pick a shelf or cabinet near the printer for backup supplies.
• Assign check-ins: Ask someone to check the supply area weekly or monthly to keep things tidy and stocked.

 

3. Requesting Service or Repairs

What’s Changing:

MPS usually includes service and maintenance, but your staff needs to know how to report a problem if something goes wrong.

Action Steps:

• Make the steps clear: Post simple instructions near the printer that show how to request support, what number to call, or which email to use.
• Set expectations: Let people know how long service usually takes so they know what to expect.

 

4. Learning to Use Print Management Software

What’s Changing:

You may be using print management software like PaperCut. This software helps monitor printing, limit waste, and keep documents secure.

What It Does:

• Tracks who prints what
• Sets limits to control overuse
• Allows secure release of print jobs at the printer

Action Steps:

• Hold short training sessions: Walk your team through logging in, printing securely, and viewing their usage.
• Share simple guides: Create step-by-step instructions with screenshots for the most common tasks.

 

5. Adjusting to New or Moved Printers

What’s Changing:

Some old printers may be replaced or moved to better fit your needs. New devices may offer faster speeds or lower costs.

Action Steps:

• Explain the why: Share how the new setup will help your team save time and reduce downtime.
• Give hands-on time: Let your staff practice using new printers before they need to rely on them.

 

6. Building Better Printing Habits

What’s Changing:

MPS helps promote smarter habits like double-sided printing or printing in black and white when color isn’t needed.

Action Steps:

• Set smart defaults: Ask your MPS provider to adjust printer settings to save paper and ink automatically.
• Explain the policies: Help your team understand how these changes benefit the company and the environment.

 

Ready to Make a Change to Managed Print Services from Novatech?

Switching to Managed Print Services isn’t just about upgrading your printers—it’s about giving your team the tools and support they need to succeed. With the right preparation, training, and communication, your staff can embrace the change and your business can enjoy long-term savings, stronger security, and smoother workflows.

Need help planning your MPS transition? Novatech is here to guide you every step of the way.