5-Step Printing Assessment, Step 5: Implementation
Posted on Mon, Mar 07, 2011 @ 10:21 AM
So far, we covered the first four steps in executing an Imaging & Printing Assessment:
Today, we address the fifth and final step — how to create the plan to implement your recommendations.
Outline the Next Steps
Above anything else, your assessment deliverables need to be action-oriented. That means you need to suggest the next steps, assign ownership, and get agreement on completion dates. Make sure you are empowered with the resources to implement your findings. This may include consulting with multiple vendors and/or creating an RFI or RFP so you can evaluate real future-state costs.
Consider the risks associated with change, and prioritize your next steps based on risk-reward payoff. Pay close attention to low-hanging fruit, and don’t discount quick, small wins.
Implementation Project Plan
Upon getting approval to implement your printing assessment recommendations, your next steps are to create the implementation plan and to get a project manager assigned to it. Your implementation plan needs to include the tasks required to maximize both immediate and long-term savings. Below are some key elements to include.
- Identify Key Contacts
- Identify Reporting Analyst
- Identify Service Delivery Analyst
- Audit Networked Printer Fleet
- Define Copier Management Strategy
- Define Printer Management Strategy
- Define Fax Management Strategy
- Define Help Desk Ticketing Integration
- Define Consumable Fulfillment Process
- Define Billing / Invoice Process
- Develop Service Transition Plan (internal to external)
- Design IMAC Process (installs, moves, adds, changes)
Keep in mind that a well-managed imaging and printing environment is a process, not an event. If it’s not a part of your core skill set, try to enlist a qualified project manager, especially one that’s PMP-certified. They have experience writing project plans, creating project timelines, working with vendors and holding people accountable to deliverables, and also have a knack for quality and a firm grasp of details.
Tips to Ensure the Success of the Implementation
When the implementation process starts rolling, hold regularly scheduled project-status meetings to discuss open action items and next steps. These meetings may be as quick as a few minutes and as long as several hours, depending upon on where you are in the implementation process.
Remember that you are the project owner and should be the one driving the project. Assigning a project manager does not change project ownership; you still own the deliverables and results. Your project manager is there to assist you, not take ownership.
Your project plan will have several specific deliverables. And, since the time you spend working on each one will include a lot of action items and communication — internally with stakeholders and externally with vendor partners — your communications are important deliverables in themselves.
Keep project owners and stakeholders informed and up to date. This type of cost-savings initiative will have high-level management visibility. The project owners need to keep stakeholders in the loop.
Lean on your vendor partners for advice. They have experience with imaging and printing projects. Allow them to lead you. They exist to support your best interests.
To be sure, an imaging and printing assessment is a complex, long-term project with many moving parts. But with careful execution of each step —
— you will successfully lay the foundation for a leaner and more intelligent print environment.
Your Thoughts?
Have you had experience driving an internal imaging and printing assessment? Are you considering one? I would love to hear your feedback on the topic.
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Jeffrey Goldstein is Senior Consultant at MCPc and is responsible for the delivery of hardcopy and value-added services within the Lifecycle Management Group. Connect with Jeff on LinkedIn.
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