Many organizations implemented a print strategy years ago and haven't revisited it since. As business needs evolve, what once seemed efficient can quietly become a source of unnecessary costs, productivity issues and security risks. The challenge is that print-related problems often develop gradually, making them easy to overlook until they start affecting daily operations and budgets.
In this article, we'll explore the most common warning signs that indicate your current managed print strategy may no longer be serving your organization and how a comprehensive print assessment can uncover opportunities for improvement.
A managed print strategy isn't something you can set and forget. As your organization grows and technology changes—your print environment should adapt as well. What worked five years ago may now be creating unnecessary costs, inefficiencies or risks. This is why regular evaluations can help ensure that your devices and workflows continue to align with current business goals.
While every organization is different, many print-related challenges share common root causes. If any of the following signs sound familiar, it may be time to take a closer look at your print environment.
If your print-related expenses seem to increase year after year without a clear explanation, it may be time to reevaluate your strategy. Many organizations struggle to track the true cost of printing because expenses are spread across supplies, service contracts, maintenance and equipment. Without data visibility, it's difficult to identify where waste is occurring. As a result, businesses often overspend without realizing it. A well-managed print environment should provide the data needed to understand costs and uncover opportunities for savings.
Occasional printer problems are unavoidable, but frequent complaints are a sign that something isn't working as it should. Recurring issues such as paper jams, connectivity problems, slow printing speeds and device downtime can frustrate employees and disrupt productivity. When staff members spend valuable time troubleshooting printers or searching for a functioning device, those small interruptions add up. Consistent reliability issues may indicate aging equipment, inefficient device placement, or gaps in ongoing management that deserve closer attention.
Many organizations know they print documents, but few have a clear picture of how much they're printing, who is printing, or which devices are being used most often. Without access to meaningful reporting, it becomes difficult to make informed decisions about equipment investments, workflow improvements, or cost reduction initiatives. A lack of visibility can also make it harder to identify underutilized devices, excessive printing habits, and areas where resources could be better allocated. If you're making print decisions based on assumptions rather than data, your strategy may need an update.
Printers and multifunction devices have evolved into powerful network-connected endpoints, yet they are often overlooked when organizations evaluate their security posture. Outdated devices, unsecured print queues and documents left unattended in output trays can all create unnecessary risk. As cybersecurity threats continue to evolve and compliance requirements become more stringent, organizations need to ensure their print environment receives the same attention as other connected devices. If print security hasn't been reviewed in several years, there may be vulnerabilities that leave sensitive information exposed.
Business needs rarely remain static. Whether your organization has expanded, added locations, adopted hybrid work arrangements or implemented new technologies, those changes can significantly impact how documents are created, shared and printed. A print environment that was designed years ago may no longer support the way employees work today. When devices, workflows and print policies fail to align with current business operations, inefficiencies often follow. Regular evaluations help ensure your print strategy continues to support your organization's evolving goals.
Printers may not seem like a major burden individually, but ongoing support requests can consume a surprising amount of IT resources. Troubleshooting device issues, managing supplies, coordinating service calls and responding to user complaints all take time away from more strategic initiatives. If printer-related tasks have become a regular part of your IT team's workload, your current print strategy may not be delivering the efficiency it should. Reducing the administrative burden on IT can free valuable resources for projects that drive greater business value.
A comprehensive print assessment provides a clear picture of how your print environment is performing. It can uncover hidden costs, inefficient device placement, security gaps and opportunities to improve workflows, helping organizations make informed decisions based on data rather than assumptions.
The Chicago Cubs experienced this firsthand when they partnered with Gordon Flesch Company to evaluate and optimize their print fleet. With demands ranging from everyday office printing to high-volume game day production, the Cubs needed a more efficient and scalable solution. By consolidating devices, implementing secure print management tools, and right-sizing their fleet, they improved reliability, strengthened security and reduced the burden on their own IT team. This strategic partnership has ensured that the Cubs are ready to handle peak game day printing demands.
No matter your industry, a print assessment can reveal opportunities to reduce costs, improve productivity and better align your print environment with your organization's needs.
If rising costs, printer issues, security concerns or increasing IT workloads sound familiar, your print strategy may no longer be meeting your organization's needs.
A comprehensive print assessment can uncover inefficiencies and reveal opportunities to reduce costs and improve productivity.
Ready to see how your print environment measures up?
Contact Gordon Flesch Company for a comprehensive printer fleet assessment and discover opportunities to build a more efficient, secure and cost-effective print strategy.
