If you run a business that has multiple locations and a high number of employees, optimising your print strategy is vital.

With so many different user habits, devices and processes to take into account, you’ll need a strategy that’s efficient, secure and environmentally friendly.

Signs you need to optimise

In some companies, the printing setup is one of the largest overheads, with the cost of consumables, paper and maintenance regularly making an unwelcome appearance in financial reports.

Likewise, there may be a niggling feeling that you’re not really doing your bit for the environment, with so many users and print-heavy processes potentially wasting paper and consuming considerable amounts of energy.

These are just two signs that you need to optimise your print strategy, but there are others that you’ll need to dig a little deeper to find.

For instance, how sure can you be that the security and confidentiality of all printed material is as tight as it should be? When something is printed, scanned or copied, is it guaranteed to end up in the correct pair of hands, or is there a chance it could be left unattended on a printer tray for all to see?

Don’t forget billing

Optimising your print strategy runs far deeper than devices, processes and people.

What about your billing for print-related services and hardware? If there’s any complexity involved, it needs to be reduced, and that can only come with a full assessment of your print strategy which enables you to make the necessary changes.

Finding a solution

We’ve learned that an optimised print strategy will consist of the following:

• reduction in the overall cost of print;
• an increase in document security; and
• less complexity in billing and contracts.

The trick to achieving the above lies in consolidation and standardisation.

Start by reviewing the number of devices you have. Are there too many, and can you replace multiple printers and scanners with multi-function devices?

To overcome any security concerns you might have, investing in tools that enable ‘follow me’ printing will ensure print jobs are only released to their rightful owners when that person is standing at the device and has access via some form of ID.

Follow me printing is just one example of a much better approach to print security, but a competent managed print services (MPS) partner will identify lots of additional ways you can optimise your strategy to avoid the dangers of confidential information being left on output trays.

Complex scanning workflows can be optimised to a single-click with the right software, and will enable employees to become far more efficient with such tasks, thus raising their satisfaction levels considerably.

If your bills are complex, speak to your MPS partner; they should have the knowledge and ability to deal directly with suppliers and manufacturers on your behalf to ensure invoices and contracts are as clear as they should be.

Print strategy optimisation should result in the following outcomes:

• lower costs;
• uninterrupted printing;
• no more complexity;
• secure, stable and scalable printing and scanning; and
• simple, clear invoices.

Print optimisation is an ongoing task. Identifying areas in which you can optimise is just the start; you need to continually monitor and manage any changes you make to ensure your hard work isn’t laid to waste.