If your business relies on printers and copiers every day, you may have wondered whether you are using them as efficiently as possible.
You might even suspect you are spending more than you should on supplies, service, or maintenance.
This is where a print fleet assessment comes in. A print fleet assessment takes a close look at all the printing devices in your organization, how they are being used, and what they are costing you.
The goal is to uncover opportunities to save money, improve efficiency, and streamline workflows.
What Is a Print Fleet Assessment?
A Simple Definition
A print fleet assessment is a structured review of all the printers, copiers, and multifunction devices in your business.
It examines where the devices are located, how much they are used, what they cost to operate, and how they fit into your business processes.
Why Businesses Do Print Fleet Assessments
Companies invest in print fleet assessments to gain visibility. Without accurate data, it is hard to know if you have too many devices, if they are in the right places, or if they are costing more than necessary.
What Happens During a Print Fleet Assessment
Inventory of Devices and Locations
The first step is to create a complete list of your print devices, including their locations and types. This can include desktop printers, high-volume copiers, and even specialty devices.
Usage and Volume Analysis
Tracking how many pages each device produces, and whether they are in color or black and white, reveals patterns. This helps identify underused machines or those that are overloaded.
Cost Tracking and Supply Management Review
The assessment examines how much you are spending on toner, ink, paper, and maintenance. It also reviews how you purchase and store supplies.
Workflow and Process Evaluation
Finally, the assessment looks at how documents move through your organization. This might include how employees scan to email, print from mobile devices, or use secure print features.
The Benefits of a Print Fleet Assessment
Reducing Waste and Supply Costs
By identifying which devices are inefficient or redundant, you can reduce supply orders and lower your cost per page.
Improving Device Placement and Efficiency
Devices should be placed where they are needed most. A fleet assessment often reveals opportunities to move equipment for better productivity.
Enhancing Security for Printed Documents
Unsecured printers can be a weak point for sensitive information. An assessment can highlight where security features should be enabled.
Supporting Sustainability Goals
Reducing unnecessary printing lowers your environmental impact. The assessment can help set realistic print reduction targets.
Signs You Should Get a Print Fleet Assessment
Rising Printing Costs Without a Clear Cause
If your monthly print spend keeps increasing, it might be due to inefficiencies or unnecessary devices.
Frequent Device Downtime or Maintenance Issues
High repair frequency is often a sign that it is time to optimize or replace devices.
Multiple Vendors or Inconsistent Supply Ordering
Working with multiple vendors for supplies and services can increase costs and complicate management.
Lack of Insight Into Printing Habits
If you cannot answer basic questions about how much you print or which departments use the most resources, a fleet assessment can provide the answers.
How Long Does a Print Fleet Assessment Take?
Typical Timelines for Small vs Large Organizations
For a small business, a print fleet assessment may take one to two weeks. Larger organizations with multiple locations may require three to six weeks.
Factors That Speed Up or Slow Down the Process
The speed depends on several factors, including the number of devices, the ease of collecting usage data, and the speed at which staff can provide information.
What to Expect After the Assessment
A Report With Findings and Recommendations
You will receive a detailed report showing device usage, costs, and areas for improvement.
Options for Optimization and Management
The provider may recommend consolidating devices, moving equipment, upgrading models, or implementing managed print services.
Deciding Whether to Implement Changes
You can choose to make all, some, or none of the recommended changes. Many businesses see a fast return on investment when they act on the findings.
Choosing the Right Partner for a Print Fleet Assessment
What to Look For in a Provider
A well-qualified office technology provider will have experience in managed print services, access to accurate monitoring tools, and a track record of helping businesses reduce costs.
Questions to Ask Before You Start
- How do you collect usage data?
- Will the assessment disrupt daily operations?
- How do you ensure accuracy in cost calculations?
Print Fleet Assessment and Your Business: Final Recommendations
A print fleet assessment is a smart move for any business that wants to reduce costs, improve efficiency, and gain better control over printing.
Whether you have a few devices or a large, complex fleet, the insights from an assessment can lead to significant savings and productivity gains.
At AIS, we help companies in Las Vegas and Southern California evaluate and optimize their print environments through comprehensive managed print services and print fleet optimization.
Our goal is to make your print environment more cost-effective, secure, and sustainable.
