Is It Time for a Print Assessment?

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If your company is still using the same print setup from years ago, it may be time to consider a print assessment to evaluate the efficiency of your print fleet. In today's fast-paced business world, staying competitive and maximizing resources is crucial.

A print assessment can provide valuable insights into your print environment, uncovering areas for improvement and cost-saving opportunities. Let's dive in and learn why a print assessment is a vital tool you can use to optimize your operations and stay ahead of the curve.

In this article, we’ll discuss:

  1. What Is a Print Assessment?
  2. Benefits of Conducting a Print Assessment
  3. Key Principles for a Successful Print Assessment
  4. Implementing Changes Based on Print Assessment Data
  5. Future-Proofing Your Print Environment

What Is a Print Assessment?

A print assessment is a comprehensive evaluation of a company's print environment. It involves analyzing the current state of the print fleet, including printers, copiers and other devices used for printing. The assessment aims to identify gaps and opportunities for optimization.

The concept of a print assessment is rooted in the idea that businesses can benefit from understanding their print environment better. By gathering and analyzing data, business leaders can make informed decisions about the composition of their print fleet and find opportunities to increase efficiency and reduce costs.

During a print assessment, various factors are considered, such as print volume, device utilization, print security and environmental impact. This evaluation will help you gain a holistic view of your organization’s print environment in order to make strategic data-driven decisions.

Benefits of Conducting a Print Assessment

When you conduct a print assessment, you can expect to learn if your current print environment is serving your organization, efficiently. Or, if areas of inefficiency and opportunities for improvement are uncovered.

By understanding the current state of your print fleet, gaps can be identified, and strategies implemented, designed to optimize printing processes.

In addition, you’ll gain insights into how to better streamline your print fleet and reduce budgeted costs. Through analysis, underutilized printing devices can be identified and consolidated to reduce maintenance and supply costs. You may even reveal critical areas where print security needs improvement, ensuring sensitive information is protected.

Furthermore, a print assessment will help you align your print environment with sustainability goals. By identifying opportunities to reduce paper waste and energy consumption, your organization will be better positioned to implement eco-friendly practices that contribute to a greener workplace. 

Key Principles for a Successful Print Assessment

Whether you conduct your own print assessment, or you enlist the help of a Managed Print Services (MPS) provider, there are key principles that should be used to guide your discovery process.

These principles will help reveal the true abilities of your current print environment. And you’ll be armed with the information needed to make informed decisions about how to make the best use of your financial resources.

Here’s five key principles you’ll need to include as a part of your print assessment procedures:

  1. Define objectives: Clearly define the goals and objectives of the print assessment. Determine what specific areas you want to evaluate and improve
  2. Gather data: Collect relevant data about print volume, device utilization, costs and security measures. In addition, walk-through the building noting the location of each piece of printing equipment. This inventory will be used to map out the floor plan of your print fleet. The gathered data will be key for statistical analysis and the map will provide a visual representation
  3. Engage stakeholders: Involve key stakeholders, such as IT personnel and department heads, in the print assessment process. Their input and insights can contribute to a more comprehensive evaluation
  4. Evaluate print security: Assess the current state of print security measures, including user authentication, data encryption and secure printing options. Identify any vulnerabilities and develop strategies to address them
  5. Consider future needs: Anticipate future requirements and scalability. Ensure that the print fleet can accommodate the organization's growth and evolving needs 

Implementing Changes Based on Print Assessment Data

After your print assessment is complete and the data has been analyzed, you will be ready to start evaluating changes to optimize your print environment.

While every organization’s needs are different, we at Gordon Flesch Company have conducted thousands of print assessments. Some common change recommendations often include:

  1. Consolidating the print fleet: Identify underutilized devices and consolidate the print fleet to reduce maintenance and supply costs
  2. Upgrading print security: Address any security vulnerabilities by implementing user authentication, data encryption and secure printing options
  3. Optimizing print processes: Streamline workflows and eliminate unnecessary print jobs to reduce waste and increase efficiency
  4. Training and education: Provide training and education to employees on print best practices, such as double-sided printing and print preview, to promote responsible and efficient printing habits
  5. Monitoring and continuous improvement: Regularly monitor print environment metrics and make adjustments as needed. Continuously look for ways to optimize print processes and reduce costs.

By implementing changes based on print assessment data, you’ll create a more efficient and cost-effective print environment. 

Future-Proofing Your Print Environment

Organizational needs and goals change over time. Your print environment should evolve with them. That’s why it’s essential to include strategies that will future proof your print environment and keep your operations running smoothly.

Here are some strategies to consider as a part of your plan:

  1. Invest in multifunction devices: Consider investing in multifunction devices that combine printing, scanning, copying, and faxing capabilities. These devices offer versatility and can adapt to changing business needs.
  2. Implement print management software: Utilize print management software to monitor and control printing activities. This software can help track print usage, enforce print policies, and identify areas for improvement.
  3. Stay informed about industry trends: Keep up to date with the latest advancements in print technology and industry trends. This knowledge can help you make better informed decisions and stay ahead of the curve.

By future-proofing your print environment, you can ensure that your organization remains agile, efficient, and adaptable through the years to come.

Looking to conduct a print assessment at your organization? Contact the Gordon Flesch Company for a free, professional review of your business technology and recommendations for enhanced efficiency.

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