Have you ever taken a deep dive into your business’ print environment? A solid evaluation of your print equipment and your actual print costs, or talked to your team about their experiences with your current printing setup?
Most businesses don’t do this regularly, if at all. But taking the time to take stock of your current state can yield areas for improvement translating into significant savings, and a happier team. Read on to learn a bit more about print assessments and why your business needs one!
What is a Print Assessment?
A print assessment is a comprehensive evaluation of an organization’s printing infrastructure, practices, and costs to identify opportunities for optimization and improvement. Businesses can conduct a print assessment internally by analyzing their printing workflows, volumes, and expenses or choose to partner with a Managed Print Services (MPS) provider for a professional assessment. Conducting a print assessment, whether independently or with the support of an MPS provider, is key to maximizing printing efficiency, controlling expenses, and aligning printing practices with business objectives and sustainability goals.
Here are eight compelling reasons why your business needs a thorough print assessment:
1. Cost Control and Savings – Understanding the true cost of printing within your organization is essential for cost management. A print assessment can reveal hidden expenses, such as excessive paper use, inefficient printer setups, or underused devices. By identifying cost-saving opportunities through optimized print workflows and resource allocation, businesses can significantly reduce their printing expenses.
2. Enhanced Productivity – Print assessments help uncover bottlenecks in printing processes that hinder productivity. By analyzing print volumes, device utilization rates, and workflow efficiencies, businesses can streamline printing operations, reduce downtime, and ensure that employees have access to the right printing resources when needed.
3. Improved Security Measures – Print assessments play a crucial role in assessing the security risks associated with printing activities. By identifying vulnerabilities in print networks, controlling access to sensitive documents, and implementing secure print solutions, businesses can enhance data security and confidentiality. Protecting sensitive information is vital in today’s data-driven business landscape.
4. Environmental Sustainability – Businesses are increasingly focused on sustainability initiatives, and printing practices can have a significant impact on environmental conservation. A print assessment can help organizations track their carbon footprint, reduce paper waste, and adopt eco-friendly printing technologies. By implementing sustainable printing practices, businesses demonstrate their commitment to environmental responsibility.
5. Optimized Resource Management – A print assessment will show businesses how much toner, paper, and energy they are using. By identifying areas of waste and implementing strategies to optimize resource use, organizations can minimize waste and operate more sustainably.
6. Compliance and Regulatory Requirements – Many industries have stringent regulations regarding data privacy and document handling. A print assessment helps businesses ensure compliance with industry standards and regulatory requirements related to document security and confidentiality. By conducting regular assessments, organizations can mitigate risks and maintain adherence to legal obligations.
7. Scalability Planning – As businesses grow and evolve, their printing needs will change. A print assessment provides valuable data for scalability planning, allowing organizations to anticipate future print requirements, upgrade equipment strategically, and align printing capabilities with business growth objectives. Proactive scalability planning ensures that printing infrastructure can support expanding operations.
8. Customized Solutions and Recommendations – Every business has unique printing requirements based on its size, industry, and workflow demands. A print assessment conducted by a Managed Print Services provider will offer tailored solutions and recommendations to address specific challenges and optimize printing processes according to individual business needs. By leveraging expert insights from a print assessment, organizations can implement customized strategies for long-term printing success.
Final Words
Taking the time to conduct a print assessment either in-house or with the help of an MPS provider is a decision you won’t regret. You’ll pinpoint areas in your print environment that need attention, including security gaps, and uncover areas for savings and optimization. Choose to invest in a print assessment today for a more efficient and cost-effective print environment.
About Proven IT
Proven IT helps organizations leverage technology to boost productivity, control costs and protect confidential data. Headquartered in Illinois with customers throughout the United States, popular solutions include Managed IT, Cybersecurity, Managed Office Services, Integrated Voice & Data, Physical Security Systems and Business Process Automation.
