With the rapid growth rate of business operations today, most companies end up overlooking their printing processes with the mindset that it is not that important. Well, according to data, most companies spend around 3% of their revenue on printing costs every year. For a big organization, this is a huge cost, but one that can be avoided. This is where print audits come into play.
What’s a Print Audit?
Well, this is a print management solution that gathers data on the combined cost of ownership from your printing devices within the workplace. Simply put, it is a process that helps you get a better idea into your current cost waste. It tells you how much you’re spending on printing, volumes being generated across the printing fleet and more specific data like which printers are used the most.
Ultimately, this audit enables you to focus on getting an ROI in your printers.
So, why should you consider print audits?
To Save Money
Cost is usually the driving force behind most of the business decisions. Looking at all the copiers and printers in your company allows any weakness like expensive and inefficient devices to be targeted and allows you to implement an improved print strategy more quickly.
It can also make it easier for your business to run all copiers, printers, scanners and multifunctional devices as one group, thus keeping only the most efficient ones running.
To Save Time
Ascertaining that all printing devices are running efficiently reduces the time spent waiting for output and also minimizes downtime. A managed print service can also help you implement an ideal document management system, thus reducing the amount of time that employees spend searching for documents, streamlining workflow.
To Increase Marketing Success
Taking control of your printing and implementing a strict print strategy can help limit colour printing to just the important documents. Limiting draft document copies to black and white and eliminating unnecessary printing will not only minimize your costs, it can also allow you spend more (by always using colour) on important marketing documents. By the way, did you know that using colour can reduce errors by 80%, as it increases the ease of reading. It is also said to increase brand retention.
Environmental Factors
Evaluating the print operations in your company contributes to reducing the environmental impact of your company. This is by reducing electricity consumption as well as consumables like ink and paper.
Improved Security
Printing tends to pose a security risk for businesses, whether it’s sensitive documents ending up in the wrong hands, sending print jobs to the wrong printer or a data breach as a result of a compromised printer.
Performing print audits means you can recognize vulnerable points and implement improved security measures.
Print Management
Once you know the businesses printing costs and habits, it will be easier to benchmark those amounts and keep track of them in the future. Ideally, you can be able to create limits, reduce the use of ink and print volumes and even send print jobs to the most efficient printers.
Long-term Benefits
Print audits ideally provide long-term benefits to your organisation as they will cause your business to put management systems in place, providing ongoing monitoring as well as support. This is an investment that will pay for itself in the long haul through security, efficiency and increased savings.
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