Most print environments produce far more data than teams realize. The challenge isn’t collecting it. It’s knowing what to do with it. Usage patterns, device performance, security activity and consumable trends all hold clues that can make your fleet more efficient and less expensive to manage.
When print usage data is paired with the right tools and managed print services, those scattered data points turn into clear insights that guide cost control, sustainability efforts and operational improvements across your entire fleet.
Let’s dive in and learn more about these insights:
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Print usage data gives IT Administrators a clear picture of how the entire fleet is performing. It highlights which devices are overworked or underutilized, how much users print and where color or high-volume jobs drive up costs. It can also uncover workflow issues like abandoned prints or repeat service needs that slow productivity.
Beyond usage patterns, analytics reveal potential security risks tied to outdated firmware or unsecured devices. Sustainability teams benefit too with visibility into waste, energy use and consumables. With the right tools, this data becomes a roadmap for smarter decisions across cost control, security and operational efficiency.
Print usage data gives IT Administrators a clear view of where money is being spent and how well the fleet supports daily demand. Analytics reveal high‑volume users and frequent color printing along with information about devices that are overworked or often sitting idle.
This makes it easier to shift jobs to more efficient equipment, retire underutilized devices and right‑size your fleet without guesswork. You can also forecast consumables more accurately and reduce the hidden costs tied to outdated hardware. With data driving both cost control and device planning, IT teams can improve budgets and strengthen long-term print strategy.
Analytics can flag unusual printing activity or identify devices that need firmware updates. With print management software, this data pairs with audit trails and access controls to close security gaps before they become threats. The result is a more secure print environment that supports compliance without slowing users down.
Print usage data provides analytics that track energy use, paper consumption and toner patterns to identify opportunities for greener habits. Pairing this insight with managed print services (MPS) helps reduce your environmental impact while improving efficiency. Wondering how this works? Download our Go Green with Managed Print infographic for more information.
A clear view of print usage helps teams understand where bottlenecks and slowdowns happen across the fleet. Analytics can highlight devices that trigger frequent service calls, locations where users wait too long to retrieve prints or workflows that rely on machines that can’t keep pace with demand.
With this information, you can route jobs to the most efficient devices, predict maintenance needs before downtime occurs and support hybrid teams with visibility across multiple sites.
Pairing print data with MPS brings even more value by turning these insights into proactive adjustments that keep workflows moving. The result is a smoother, more reliable print environment that requires less hands-on management from your IT department.
Managed print services become far more powerful when paired with output management software. This software collects real-time data from every networked device, giving you visibility into print volumes, user behavior, device health and security status. It automatically tracks trends, flags anomalies and generates easy-to-read dashboards that simplify decision-making. With this data in hand, an MPS team can identify inefficiencies, recommend fleet adjustments, streamline workflows and address issues before they impact users. The combination of analytics and expert support turns raw information into a clear action plan for cost control, device strategy, security and sustainability. It’s a smarter, more proactive way to manage your entire print environment with fewer surprises.
Print usage data isn’t just a dashboard metric. When paired with the right print management software and an experienced MPS partner, it becomes a practical way to control costs, right size your fleet, reduce risk and support sustainability goals. The result is a more efficient, more secure print environment that supports your team without adding work for IT.
Ready to turn your print usage data into real improvements? Contact the experts at Gordon Flesch Company to schedule your free, no obligation business technology needs assessment. We’ll review your environment, share insights and recommend a path to better results.
