Many businesses and organisations across South West Victoria are still using the same print setup from years ago, it may be time to consider a print assessment to evaluate the health and efficiency of your print fleet. In today's competitive marketplace having up to date, efficient and secure technology solutions is essential.
A print assessment can provide valuable insights into your print environment, uncovering areas for improvement and cost-saving opportunities. Let's dive in and learn why a print assessment is a vital tool you can use to optimise your operations and stay ahead of the curve.
Printing related costs can count for up to 3% of businesses total expenses.
What is a print assessment?
A print assessment is a comprehensive evaluation of your company's print environment. This process involves analysing your current print fleet, including printers, copiers, scanners, and other devices, to identify gaps and opportunities for optimisation.
The purpose of a print assessment is to help businesses understand their print environment better. By gathering and analysing data, you can make informed decisions about the composition of your print fleet, finding opportunities to increase efficiency and reduce costs.
During a print assessment, we consider various factors such as print volume, device utilisation, print security, and environmental impact. This holistic evaluation provides a detailed view of your organisation’s print environment, enabling strategic, data-driven decisions.
By conducting a thorough print assessment, GBS helps your business uncover hidden costs, enhance security measures, improve workflow efficiency, and promote sustainable practices. Our goal is to provide you with tailored solutions that optimise your print operations and support your overall business objectives.
Benefits of Conducting a Print Assessment with GBS
When you conduct a print assessment with GBS, you’ll discover whether your current print environment is efficient or if there are areas for improvement.
Understanding the state of your print fleet allows us to identify gaps and implement strategies to optimise your printing processes. This includes streamlining your print fleet and reducing costs by identifying and consolidating underutilised devices, thus lowering maintenance and supply expenses.
Additionally, we’ll highlight areas where print security needs enhancement to protect sensitive information. Our assessment will also align your print environment with sustainability goals by identifying ways to reduce paper waste and energy consumption, helping you implement eco-friendly practices for a greener workplace.
By conducting a thorough print assessment, GBS helps your business uncover hidden costs, enhance security measures, improve workflow efficiency, and promote sustainable practices. Our goal is to provide you with tailored solutions that optimise your print operations and support your overall business objectives.
Conducting a Successful Print Assessment
Whether you conduct your own print assessment, or you enlist the help of a Managed Print Services provider (Like GBS), there are some key principals that should be used during the discovery process.
These principles will help reveal the true abilities of your current print environment. And you’ll be armed with the information needed to make informed decisions about how to make the best use of your financial resources.
Here’s five key principles you’ll need to include as a part of your print assessment procedures:
- Define your goals: Clearly define what you want to get out of the print assessment and determine the specific areas that you want to assess and improve
- Gather the Data: Collecting data about print volume, device usage, device security and printing costs is essential. It is also helpful to have an onsite walk through of the building to see the location of each device. This information will be critical to do an in depth analysis of your current systems.
- Engage Key Stakeholders: Involving key team members such as key users, IT team members, department heads and management can be quite beneficial. Their inputs and insights can contribute to the overall assessment to develop a clear picture of the current fleet and the businesses requirements.
- Evaluate Print Security: Assess the current state of print security measures, including user authentication, data encryption, firmware updates and secure printing options. Identify any vulnerabilities and develop strategies to address them,
- Map out future needs: Anticipate future requirements and scalability. Ensure that the print fleet can accommodate the businesses growth and evolving needs,
Implementing Changes Based on Print Assessment Data
After completing your print assessment with Gunners Business Solutions (GBS) and analysing the data, you'll be ready to make informed changes to optimise your print environment.
While each organisation's needs are unique, our extensive experience in conducting print assessments has revealed common recommendations:
- Consolidating the Print Fleet: Identify underutilised devices and consolidate to reduce maintenance and supply costs.
- Upgrading Print Security: Address security vulnerabilities with user authentication, data encryption, and secure printing options.
- Optimising Print Processes: Streamline workflows and eliminate unnecessary print jobs to reduce waste and increase efficiency.
- Training and Education: Educate employees on best practices like double-sided printing and print preview to promote responsible printing habits.
- Monitoring and Continuous Improvement: Regularly monitor print metrics and adjust as needed to continuously optimise processes and reduce costs.
By implementing these changes based on your print assessment data, you'll create a more efficient and cost-effective print environment tailored to your specific needs.
Future-Proofing Your Print Environment with GBS
As organisational needs and goals evolve, so should your print environment. Future-proofing your print setup ensures smooth operations and adaptability. Here are key strategies:
- Invest in Multifunction Devices: Combine printing, scanning, copying, and faxing to meet changing business needs with versatile multifunction devices.
- Implement Print Management Software: Monitor and control printing activities, track usage, enforce policies, and identify improvement areas.
- Stay Informed About Industry Trends: Keep up with advancements in print technology and industry trends to make informed decisions.
By future-proofing your print environment, you ensure your organisation remains agile, efficient, and adaptable for years to come.
Are you located in Southwest Victoria & need a photocopier or business printer solution?
For businesses in the, GBS offers the perfect solution. By partnering with GBS, you’re not just investing in superior technology; you’re gaining a dedicated partner committed to your success. Take the first step towards transforming your print environment and achieving significant cost savings by booking a technology assessment with GBS.
Schedule your technology assessment today and let our experts help you optimise your print infrastructure.
Contact us at (03) 5562 8233 to book your consultation.
