The Print Management Checklist For Efficient Printing


In this fast-paced business landscape, efficient print management is more critical than ever for maintaining productivity, controlling costs, and ensuring seamless operations. Now is the perfect time to reassess your print infrastructure and uncover new ways to reduce costs, enhance productivity and maximise security. 

This article explains how to improve your business’s seamless and efficient office printing infrastructure. 


Conduct a Print Audit  

A print audit is a comprehensive assessment and analysis of your printing infrastructure, including printers, copiers, and other output devices, as well as associated processes and costs. 

A print audit aims to gain a detailed understanding of your printing environment, identifying factors such as the number and types of devices in use, printing volumes, associated costs, and efficiency of workflows. 

By conducting a print audit, you can uncover opportunities to optimise your print environment, reduce costs, enhance security, and implement sustainable printing practices. This data-driven approach will allow you to make informed decisions about your printing infrastructure, aligning it more closely with your operational and financial goals. 


Regular Maintenance and Servicing 

Regular maintenance and servicing of office printers are crucial for ensuring optimal performance, minimising downtime, controlling costs, and extending the lifespan of the equipment. This proactive approach to printer care enhances operational efficiency and contributes to a more sustainable and cost-effective printing environment. 

Establish a routine maintenance schedule for your printers to ensure optimal performance, prevent potential issues and extend the lifespan of your devices. 


Implement a Printing Policy 

A printing policy is a set of rules and guidelines established to regulate and manage the use of printers and other printing devices within the workplace. The primary purpose of a printing policy is to promote responsible and efficient printing practices, control costs, and align the use of printing resources with your broader goals. 

A well-crafted printing policy aims to strike a balance between meeting your organisation’s printing needs and promoting cost-effectiveness, sustainability, and security. A well-defined printing policy typically includes guidelines on aspects such as: 

  • Printing Quotas: Limiting the number of pages or documents an individual or department can print within a specific timeframe to control excessive printing. 
  • Duplex Printing: Encouraging or mandating double-sided (duplex) printing to reduce paper consumption and waste 
  • Colour Printing: Defining rules regarding colour printing, as colour prints are generally more expensive than black and white prints. 
  • Printer Access and Authentication: Implementing measures to control printer access, including user authentication processes, to enhance security and monitor usage. 
  • Print Release Policies: Requiring users to physically release their print jobs at the printer using authentication methods, reducing the likelihood of unclaimed prints and promoting confidentiality. 
  • Paper Usage Guidelines: Providing recommendations on paper types, sizes, and usage to minimise waste and encourage responsible consumption. 


Prioritise Security Measures 

With cyber threats evolving, prioritising printer security is a must in 2024. Prioritising printer security is integral to safeguarding sensitive information, maintaining regulatory compliance, and protecting against various potential threats. A comprehensive printer security approach, including physical and network security measures, is essential to creating a robust defence against evolving cybersecurity risks in the modern business environment. 

Ensure your printers have robust security features, including encryption, user authentication, and secure print release. Regularly update firmware and implement a comprehensive security policy to safeguard sensitive information. 


Enlist the Help of a Managed Print Provider 

You can benefit significantly from partnering with a managed print provider. Outsourcing your print management allows you to focus on your core objectives, freeing up internal resources that would otherwise be dedicated to managing and maintaining the print infrastructure. 

In addition, a managed print provider can also help you consolidate devices, optimise print workflows, and implement efficient printing practices, reducing overall printing costs. 

Embracing the latest technologies, implementing best practices, and fostering a culture of efficiency will enhance your business operations and contribute to a sustainable and forward-looking workplace. Speak to a member of our team to discuss how we can help you enhance your print infrastructure for more efficient and cost-effective printing.