4 Tips to Optimize Your Print Fleet


Friday February 9, 2018 

Office printing generally ranks as a top four business expense, next to payroll, rent and utilities. And although businesses of all sizes typically have a multitude of printers, very few companies have optimized print environments. This usually ends up in hours of lost time and countless unnecessary expenses. Here are a few ways to optimize your print fleet – whether you have five machines or 500 – to save your business time and money:

  1. Take Stock of Your Devices

The first step in optimizing your print environment is to take note of your current environment. Understand your printing and imaging devices, and monitor each one’s performance and usage over a period of time. If a device causes more problems than others, it might be time to get rid of that device or find a reasonable alternative.

Each device also has an ideal utilization range, which is generally measured in recommended pages printed per month or cycle. Print costs are optimized when the device’s actual use is aligned with its recommended duty cycle. So, ask your printer provider what the range is for each device, and observe whether or not each device’s actual usage lines up with the recommended use. If a device is being underutilized, it might be time to get rid of that device altogether. Or, if a device is significantly exceeding its recommended range, you may want to invest in additional machines.

  1. Update Old Printers

Updating old printers is another simple step in optimizing your print fleet. Aging printers are more likely to break or have regular problems, and also may be running less efficiently than updated models. Most printer providers recommend updating or replacing printers that are 7 years old or more.

  1. Standardize Printer Models

There are many benefits to standardizing printer models. For one, it minimizes invoicing and vendor management and training. Standardizing printer models also reduces potential employee downtime, since employees are better able to recall troubleshooting measures for a specific printer model, as opposed to multiple models. This will also cut down on employee frustration, since they won’t have to keep track of different nuances for various printers.

  1. Consolidate Printing Equipment

Consolidating printing equipment can come in many forms. It can be reducing the number of total machines you have by getting rid of underused or aging printers. Or, it can mean getting rid of single-function devices in favor of multi-function devices – which allow you to print, copy, scan and fax with one machine. This will not only free up valuable office space, but it will also cut down on repair, maintenance and operational costs. It can also reduce employee downtime, since they won’t have to go to multiple machines to finish a simple task.

Although printing is a top expense for business, 90 percent of companies do not know how much they spend on printing. Analyzing your print fleet, pinpointing areas for improvement and making the necessary adjustments are essential to minimize costs and wasted time.

When it comes to printing for your business, there is no one better suited to help you than Cartridge World – with our global brand and local experts. To learn more about printing services for your business, find a Cartridge World near you.