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What are the most effective strategies for managing print devices across multiple locations?

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Managing print devices across multiple locations can be a challenge for IT operations. Printers, scanners, copiers, and fax machines can consume a lot of resources, generate waste, and pose security risks. How can you optimize your print environment and reduce costs, complexity, and risk? Here are some of the most effective strategies for managing print devices across multiple locations.

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Marek Urbas

Fondateur | Dirigeant d’entreprise | Certified ISO/IEC 27001:2022 Lead Auditor
Laszlo Krasznay

Experienced manager (IT)

1 Assess your print needs

The first step is to assess your current print needs and usage across all your locations. You can use tools like print audits, surveys, or analytics to collect data on how many print devices you have, how often they are used, what types of documents are printed, and how much paper, ink, and energy they consume. This will help you identify areas of improvement, such as consolidating or replacing outdated or underutilized devices, reducing print volumes, or implementing print policies and rules.

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Marek Urbas

Fondateur | Dirigeant d’entreprise | Certified ISO/IEC 27001:2022 Lead Auditor
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Optimizing printer management across sites demands a strategic approach to boost efficiency, cut costs, and use resources wisely. Begin with audits using Print Audit, PaperCut, or Xerox to gauge printing needs and patterns. Collect user feedback via surveys to pinpoint needs and solve issues. Analyzing costs reveals savings opportunities. Consolidate printers, implement print policies, enable secure mobile printing, and use centralized management for improved oversight. Educate users on responsible printing practices and new features. Test strategies in a pilot phase, monitor with print management software, and evaluate outcomes to confirm the strategy's success.

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Laszlo Krasznay

Experienced manager (IT)
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Assesment should contain not only the currently printed jobs and corresponding usage characteristics but also the processes which are using the printing service as well as the use cases and justifications. To get the real need, digitization and the impossible goal of "paperless" process can eb taken in to account. Exact reasons need to be also included why one or other process requires the paper version of the document.

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2 Choose the right print devices

The next step is to choose the right print devices for your locations. You should consider factors such as the size, capacity, functionality, reliability, and security of the devices, as well as their compatibility with your network and software. You should also look for devices that offer features like duplex printing, scan-to-email, cloud printing, or mobile printing, which can enhance productivity and convenience. Additionally, you should opt for devices that are energy-efficient, eco-friendly, and easy to maintain.

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Laszlo Krasznay

Experienced manager (IT)
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To choose the correct device first you must idetify if single or managed operation is required. In case operating large number of devices at the same times, it is advised to take some kind of centralized management solution and compatible device. Each device also must cosider the requirements and specifications of business, security, sustaiability and financial perspectives.

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Marek Urbas

Fondateur | Dirigeant d’entreprise | Certified ISO/IEC 27001:2022 Lead Auditor
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Choosing suitable printing devices enhances efficiency across various locations. Begin with analyzing each site's needs, including print volume and document types. Prefer multifunctional devices that support printing, scanning (to email), cloud, copying, faxing, and offer productivity-boosting features like duplex and mobile printing. Focus on reliable devices with advanced security, such as user authentication, and ensure they are compatible with your network and software. Opt for energy-efficient models to reduce costs and consider print audit software for insights. Consulting suppliers for advice and considering rental or service contracts can provide additional support and benefits, particularly for managing multiple locations.

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3 Implement a print management solution

A print management solution can help you centralize and automate the management of your print devices across multiple locations. A print management solution can enable you to monitor and control your print devices remotely, track and optimize your print usage and costs, enforce print policies and rules, secure your print data and documents, and troubleshoot and resolve print issues. You can choose from different types of print management solutions, such as software-based, cloud-based, or managed print services (MPS).

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Marek Urbas

Fondateur | Dirigeant d’entreprise | Certified ISO/IEC 27001:2022 Lead Auditor
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Implementing a print management solution is vital for optimizing device management across sites. Start by assessing current and future printing needs and goals, such as cost reduction and improved security. Next, compare print management options, focusing on features, integration ease, and costs, and select a reputable provider. Implement the solution gradually, beginning with a pilot deployment, and ensure staff are trained on new policies. Look for solutions with robust tracking, reporting, customizable print policies, advanced security, and reliable support. Continuously monitor and adjust your strategy based on performance data. Tools like PaperCut and services from HP, Ricoh or Canon can offer comprehensive management and support.

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Daniel E.

Systems Administrator/NetSuite Developer
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Depending on your network and company structure you will likely be presented with different types of print management tools as a function of your specific setup. If your data users are VPN connected an on prem solution can be deployed, but in an off VPN situation how can printing most effectively be handled? Most likely a 3rd party service. Printing is the bane of most IT departments so this question might hit you harder than you think.

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4 Train and educate your users

Another important strategy is to train and educate your users on how to use your print devices effectively and responsibly. You should provide them with clear and consistent instructions and guidelines on how to access, operate, and maintain your print devices, as well as how to follow your print policies and rules. You should also educate them on the benefits and best practices of reducing print volumes, saving paper and ink, and protecting print data and documents. You can use various methods, such as online tutorials, webinars, newsletters, or posters, to communicate and reinforce your print messages.

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5 Evaluate and improve your print performance

The final strategy is to evaluate and improve your print performance regularly. You should measure and analyze your print data and metrics, such as print volumes, costs, quality, availability, and security, across all your locations. You should also solicit and collect feedback from your users and stakeholders on their satisfaction and expectations with your print devices and services. Based on your findings, you should identify and implement actions to improve your print performance, such as upgrading or replacing devices, adjusting print settings, or revising print policies and rules.

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Marek Urbas

Fondateur | Dirigeant d’entreprise | Certified ISO/IEC 27001:2022 Lead Auditor
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To enhance printing across sites, adopt a systematic approach, integrating best practices and effective management tools. Start with in-depth analysis using software like PaperCut or Xerox-Print Audit, ensuring print quality and availability meet expectations to minimize downtime. Collect user feedback through surveys and focus groups for actionable insights. Based on this, consider upgrading or replacing devices to improve efficiency. Encourage eco-friendly printing by adjusting settings and updating policies. Offer user training and run awareness campaigns for responsible printing practices. Employ dashboards and conduct regular reviews to continuously refine strategies, aiming for cost-effectiveness and increased user satisfaction.

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6 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?

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What are the most effective strategies for managing print devices across multiple locations?

1

2

3

4

5

6

1 Assess your print needs

2 Choose the right print devices

3 Implement a print management solution

4 Train and educate your users

5 Evaluate and improve your print performance

6 Here’s what else to consider

IT Operations

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What are the most effective strategies for managing print devices across multiple locations?

1

2

3

4

5

6

1 Assess your print needs

2 Choose the right print devices

3 Implement a print management solution

4 Train and educate your users

5 Evaluate and improve your print performance

6 Here’s what else to consider

IT Operations

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