When was the last time you looked at how productive and efficient your print environment is? Many companies don’t regularly review how their print fleet is functioning. A thorough print assessment can help pinpoint areas of savings that can add up to as much as 3% of your annual revenue! Here are some steps you can take to help you take stock of your print environment and identify areas to reduce costs.
- Take inventory – The first step to a print audit is to take stock of every piece of print equipment you have. This includes printers, multifunction devices, scanners, copiers and fax machines. List how many you have, where they are located in your office, as well as the make, model, age, and network capabilities of each printer. You should also note how many employees you have using your print devices, as this will help calculate the printer/employee ratio.
- Assess your requirements – It’s important to identify what your business uses print for to ensure the print fleet you have is the right one to help you accomplish your goals. Consider what you use print for now, as well as what your future business goals may be.
- Review monthly expenses – How much are spending now on print? This includes supplies (paper, toner, etc.), as well as service and repair costs. Try to be as thorough as possible so that you have a clear view of your monthly print spending.
- Look at employee burden – To get a true snapshot of your print costs you’ll need to include how much time your employees spend dealing with your print environment. Per employee, you’ll want to understand how much time is spent on these tasks:
- Managing printer inventory
- Troubleshooting print problems
- Ordering and replacing supplies
- Scheduling repair and maintenance services
- Handling print-related invoices
- Determining the cost of outsourced print jobs – Do you ever have to send print jobs somewhere else? Why? How often? If you consistently send print jobs outside, it may be worth considering how you can do them internally. By understanding how frequently you need to outsource, you can assess if your printers are meeting your needs.
A print assessment is an important step to understanding and reducing your print costs. A Managed Print Services provider can help conduct a thorough and comprehensive assessment of your print environment and can identify areas of inefficiency. Would you like to learn more? Give one of our knowledgeable team members a call and ask us about our free no-obligation print assessment service.