Is your print environment helping—or hurting—your business? When it comes to business technology, your tools should be working for you, not against you. But as office needs evolve, it’s easy to overlook this one area that can quietly drain time, money and resources—your print environment.
Outdated or inefficient printers can lead to hidden costs, slowdowns and even security risks. That’s why a smart, well-structured print audit can make all the difference.
In this article, we’ll walk you through the four key parts of our Checklist for Office Printers—a free, downloadable PDF designed to help you take control of your print setup.
This friendly, step-by-step checklist will help you spot inefficiencies, tighten security and build a plan for smarter printing. By taking a closer look at your current setup, you’ll uncover ways to boost productivity, reduce waste and better support your team’s day-to-day work.
Here’s what we’ll cover:
Ready to make confident, data-driven decisions that align your print technology with your business goals? Let’s dive in!
Taking an inventory of your existing print fleet devices is the first step towards a more efficient print environment. Create a spreadsheet and note the brand, model number, location, age and condition of each printer. This information will give you a clear picture of what you have and help you identify which devices might need to be upgraded or replaced.
Knowing the scope and status of your current print fleet allows you to make informed decisions about future investments. It also helps you understand how well your current devices meet your business needs and where there might be gaps.
Let’s talk about what it really costs to keep your printers up and running. Start by checking in with your IT team—they’ll have the inside scoop on any recurring issues like paper jams, breakdowns or toner constantly running out.
Next, gather some numbers: how much time your IT staff spends fixing printers, what you’re paying for outside repair services and how much toner is costing you each month.
Once you’ve got the full picture, you’ll be able to see whether your current printers are pulling their weight—or just pulling from your budget. If they’re more trouble than they’re worth, it might be time to consider upgrading to newer, more efficient models.
To make sure your printers are up to the task, it helps to know what your team is actually printing. A quick survey can go a long way—ask your coworkers about the types of documents they print regularly. And also inquire about projects they would like to print in-house instead of outsourcing.
Think about everyday 8.5" x 11" black/white pages, full-color presentations, legal or tabloid-sized sheets, confidential files, labels—you name it.
If you have output management software, you may even already have some of this data.
When you understand what your users need, you can make sure your print setup is built to support them. For example, if a lot of people are printing high-quality color presentations, it might be worth investing in a printer that can handle that kind of workload with ease.
Tailoring your print environment to real-world needs means fewer frustrations, better results and a more efficient office overall.
Your printers do more than just print—they’re part of your network and that means security matters. Take a moment to review how each device is connected and what safeguards are in place to protect your data.
Look for features like secure print release, user authentication and encryption. These tools help prevent unauthorized access and keep sensitive information safe.
Making sure your print fleet is secure isn’t just smart—it’s essential. It protects your business, keeps your data private and helps you stay compliant with privacy regulations. Want to dig deeper into printer security? Check out our full guide for practical tips and print security best practices.
Don’t let your business technology damage your bottom line. A print audit will assess your printers' condition, settings, security, supply and repair costs. The resulting information will tell you if it's time to rethink your print technology.
Check out our print audit checklist to help identify vulnerabilities in your print environment and find room for improvement. Or contact us and we’ll stop by to conduct a free business technology needs assessment and give you recommendations on how to streamline your print fleet for greater efficiency and savings.
