Many office administrators don’t think about their print fleet until something goes wrong—like a jammed printer or an empty toner cartridge. But waiting for problems to pop up can cost your business time, money and productivity. A better approach is to stay proactive and keep your finger on the pulse of your print environment.
By spotting inefficiencies early, you can streamline workflows, reduce waste and take full advantage of modern printer features that boost office productivity. Here are four practical ways to identify issues before they become headaches:
Ready to dig in? Let’s look at each of these areas in more detail so you can spot inefficiencies before they impact your team’s productivity.
One of the easiest ways to uncover inefficiencies is by looking at how much your team prints—and what they’re printing. Print volumes may go up at certain times of the year, or before a large event.
Start by reviewing print reports or using print management software to track usage. Look for patterns such as color vs. black and white print volumes, duplex vs. one-sided printing, paper sizes used and finishing options. These insights can help you set guidelines, reduce waste and even uncover opportunities to address gaps in inefficiency for better office workflow productivity.
Where your printers sit in the office can make a big difference in productivity. If employees have to walk across the building to pick up a print job, that’s wasted time. Poor placement can also lead to bottlenecks when too many people rely on the same device.
Start by asking: Are printers located near the people who use them most? Are there single-user printers that could be combined into a shared printer with secure Follow Me printing? Strategic device placement can help reduce downtime and keep workflows moving smoothly.
Not sure where to start? Gordon Flesch Company offers a free, no-obligation printer fleet needs assessment. This includes a copy of your office floor plan with all your print devices mapped out, plus expert advice on how to increase efficiencies and position your fleet to help your staff achieve business goals—faster. It’s a simple step that can make a big impact on office productivity.
If your printers are missing modern features, they could be holding your team back. Today’s devices offer tools that go far beyond basic printing—think secure print release, mobile printing, advanced scanning options. These features aren’t just nice to have; they help protect sensitive data, speed up processes and make it easier for employees to work efficiently.
Older devices often lack these capabilities, which means your staff might be spending extra time on manual tasks or dealing with security risks. If you’re unsure whether your fleet is up to date, it’s worth taking a closer look. Upgrading to devices with modern printer features can dramatically improve office productivity and reduce headaches down the road.
Nothing slows down an office faster than running out of toner or scrambling to find paper at the last minute. On the flip side, overstocking supplies ties up budget and storage space unnecessarily. Both scenarios point to inefficiencies that can be avoided with better supply management.
Start by reviewing how you track and replenish supplies. Are you relying on manual checks or guesswork? Modern print solutions often include automated alerts and vendor-managed just-in-time toner supply programs that ensure you have what you need—without overbuying.
Taking control of supply management not only prevents downtime but also helps your team stay focused on what matters most: getting work done efficiently.
Print inefficiencies might seem small, but they add up—costing your business time, money and productivity. By taking a proactive approach and keeping your finger on the pulse of your print environment, you can uncover hidden issues and make smart changes that benefit your entire team.
Download our Office Printer Checklist to see how your fleet measures up and discover practical ways to boost efficiency.
