How do you evaluate and update your print infrastructure and equipment to meet changing needs and demands?

1 Assess your print environment

The first step to improve your print management is to assess your current print environment. You need to gather data on how many printers, copiers, scanners, and fax machines you have, where they are located, how often they are used, and how much they cost to operate and maintain. You also need to evaluate the quality, security, and compliance of your print output and processes. You can use tools like print audit software, print management software, or print service providers to help you collect and analyze this information.

2 Identify your print needs and goals

The next step is to identify your print needs and goals. You need to consider how your print environment supports your business objectives, workflows, and user preferences. You also need to anticipate how your print needs and demands might change in the future, such as due to growth, expansion, remote work, or digital transformation. You can use tools like surveys, interviews, or focus groups to gather feedback from your stakeholders and users. You can also use tools like print policy templates, print best practices, or print benchmarks to guide your decision making.

3 Compare your options and solutions

The third step is to compare your options and solutions. You need to weigh the pros and cons of different print infrastructure and equipment models, such as on-premise, cloud-based, or hybrid. You also need to compare the features, benefits, and costs of different print equipment brands, models, and configurations, such as multifunction devices, color or monochrome, or networked or standalone. You can use tools like print comparison charts, print calculators, or print reviews to help you make informed choices.

4 Implement and monitor your print updates

The fourth step is to implement and monitor your print updates. You need to plan and execute your print infrastructure and equipment upgrades, replacements, or additions. You also need to train and educate your users on how to use the new print infrastructure and equipment effectively and securely. You can use tools like project management software, print installation services, or print training materials to help you manage this process. You also need to monitor and measure the performance, efficiency, and security of your print infrastructure and equipment over time. You can use tools like print reports, print dashboards, or print alerts to help you track and improve your print management.

5 Review and adjust your print strategy

The fifth step is to review and adjust your print strategy. You need to evaluate the results and outcomes of your print infrastructure and equipment updates. You also need to identify any gaps, issues, or opportunities for further improvement. You can use tools like print feedback surveys, print audits, or print consultations to help you assess and refine your print strategy. You also need to keep up with the latest trends, technologies, and regulations that affect your print environment. You can use tools like print newsletters, print blogs, or print webinars to help you stay informed and updated.

6 Enjoy the benefits of print management

The sixth and final step is to reap the rewards of print management. Evaluating and updating your print infrastructure and equipment to keep up with changing needs and demands can yield a variety of benefits, such as improved print quality, reliability, and productivity, as well as reduced costs, waste, and environmental impact. Additionally, you can expect enhanced security, compliance, and governance, as well as increased user satisfaction, convenience, and collaboration. Lastly, optimizing business performance, efficiency, and innovation is possible through print management. It is important to note that this process is ongoing - requiring ongoing attention and adaptation - so that your print infrastructure always meets your needs. By following these steps, you can ensure that your print infrastructure is always up to date.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?