Introducing a new managed print system can be one of the smartest decisions your business makes; cutting costs, improving security, and boosting efficiency. But no matter how powerful or well-configured the system is, it won’t deliver results unless your team understands it, supports it, and knows how to use it effectively.
At Carden Managed Print, we’ve seen first-hand how organisations thrive when staff are engaged and confident with new technology. In this article, we’ll walk you through five practical steps to help your employees embrace your new print environment, and start seeing the benefits from day one.
Communicate the ‘Why’ Before the ‘How’
People are far more likely to accept change when they understand the reasons behind it. That’s why it’s important to clearly communicate why the new managed print system is being implemented. Is it to reduce downtime? To prevent print-related data breaches? To save money?
Relate these benefits directly to your team’s day-to-day frustrations. For example:
- “You’ll no longer run out of toner mid-way through a report.”
- “You can securely release your print job at any printer in the office.”
By positioning the system as a solution to their problems, not just a top-down IT decision, you’ll build trust and encourage cooperation.
Involve Key Team Members Early
Early involvement creates early advocates.
Before a full rollout, select a few “print champions” from different departments to test the system and provide feedback. These could be admin staff, managers, or anyone who regularly uses the printer.
Give them a chance to trial new features and feed back on what works and what needs adjusting. Once the full deployment happens, these champions become go-to support figures within their teams, helping colleagues troubleshoot basic issues and offering reassurance.
Offer Practical, Hands-On Training
Even the most intuitive system needs a little guidance, especially when it involves a change to daily workflows.
Avoid overwhelming users with long manuals or overly technical language. Instead:
- Run short training sessions (in person or via video).
- Focus on practical tasks like printing securely, scanning to email, or using mobile printing.
- Provide simple guides or posters near the devices as quick references.
Training should feel like a productivity boost, not a burden.
Make It Easy to Get Help
The quicker staff can resolve issues, the less frustration they’ll associate with the new system.
Make sure everyone knows:
- Where to go for help (internal IT, office manager, or your managed print provider).
- How to raise a support ticket or request supplies.
- What kind of support is available (such as remote troubleshooting or onsite engineer visits.)
At Carden Managed Print, we offer proactive monitoring and fast-response support as part of our service, so users never feel left in the dark.
Celebrate Early Wins
Positive reinforcement goes a long way. Once your new system is up and running, share some quick wins:
“Accounts saved 200 sheets of paper last week thanks to default duplex printing.”
“We’ve cut printer downtime by 40% since the switch.”
Consider mini-recognition initiatives or team shout-outs for departments adopting good habits, like print reduction or secure release. When staff see tangible benefits (and a bit of friendly competition) they’re more likely to stay engaged.
A Smarter Print Environment Starts With Your People
Managed print solutions deliver real value, but only when your team is on board and confident in using them. By involving staff early, offering accessible training, and keeping the lines of communication open, you’ll ensure a smoother rollout and faster return on investment.
At Carden Managed Print, we don’t just install and walk away. We support your team every step of the way, from onboarding to ongoing optimisation.
Ready to bring clarity and control to your office printing? Speak to our team today and discover how we can support your digital transformation.
