A print assessment may not be the first thing that comes to mind when you’re thinking of ways to improve your operations, but it’s actually one of the most beneficial. By understanding your printing infrastructure and usage, you can identify areas where you could save money and increase efficiency.
Let's take a look at what a print assessment entails and how it can benefit your business.
What is a print assessment?
A print assessment is a comprehensive evaluation of your printing environment. It involves examining all aspects of your setup, from hardware and software to processes and supplies, to determine how efficiently your business is using its printing resources.
Typically, a print assessment includes an inventory of all printing devices, an evaluation of device usage, a review of processes and procedures, an assessment of security and data privacy measures, and a cost analysis of supplies and maintenance.
You can perform a print assessment yourself, but you can greatly benefit from enlisting the help of a consultant or a managed print services provider who can provide you with an impartial, expert evaluation. They have the necessary knowledge, skills, and experience to pin down any issues with your printing infrastructure and help you develop a plan for addressing them.
What are the benefits of a print assessment?
Taking the time to conduct a thorough print assessment can yield plenty of benefits for your business, including the following:
One of the primary advantages of a print assessment is the potential to reduce your printing expenses. Because the assessment will provide an in-depth look at your printing environment, you'll be able to pinpoint areas where you may be overspending or wasting resources.
For instance, it could reveal that certain printers or copiers are outdated and need to be replaced with newer or more efficient models. Getting new printers could also mean increased savings on paper and overall printing costs, especially if you get ones that can print on both sides of the paper at the same time.
By making informed decisions about your printing infrastructure, you can save money on supplies and maintenance, as well as reduce energy consumption.
A print assessment can also help you streamline and optimize your printing processes. It can identify any inefficiencies or problems that may be hindering your productivity, such as slow printing speeds, frequent paper jams, or lack of automated features. By making updates and improvements, you can reduce the time spent on printing tasks and increase overall work efficiency.
Printers are often overlooked when it comes to security, yet they can be a major target for cybercriminals. These devices are connected to your network and can store sensitive data on their internal memory, so it's essential to ensure that they're properly secured.
A print assessment can help you identify any potential vulnerabilities in your infrastructure and come up with ways to bolster security, such as implementing encryption protocols or requiring authentication measures for accessing printers.
Dealing with multiple printers can be a headache, and the more devices you have, the harder it is to keep track of them. A print assessment can help you better understand your printing environment, as it can provide you with an overview of all the equipment and their usage. This enables you to determine which machines are not being used and can therefore be removed or replaced, as well as where additional printers may be needed to accommodate heavier workloads.
Having a detailed assessment of your printing processes can also make it easier to plan for maintenance or supplies.
Finally, a print assessment can provide you with valuable insight into the long-term needs of your business. It can help you recognize trends and anticipate future printing requirements so that you can plan ahead and make the necessary investments. This is especially useful if your business is expanding, as it will allow you to construct a scalable printing infrastructure that can accommodate your growing needs.
Ultimately, a print assessment is an invaluable tool that can help your business save money, improve efficiency, and ensure your printing environment is secure and up to date.
If you're looking to get the most out of your printing infrastructure, our specialists at Complete Document Solutions can help. Send us a message today.