What are the common print audit and assessment tools and methods?

2 What are the common print audit and assessment tools and methods?

Different tools and methods are available for conducting a print audit and assessment, depending on the scope, scale, and objectives of your MPS project. Print management software can collect and analyze data from your networked print devices, such as device status, usage, consumables, and errors; it can also provide reports and dashboards to help you visualize your print environment. Device discovery tools can scan your network to identify all connected print devices, including models, serial numbers, IP addresses, and locations; this will create an accurate inventory of your print assets and detect any unauthorized or redundant devices. User surveys and interviews involve gathering feedback from print users to understand their needs, preferences, challenges, and expectations; this will also help evaluate satisfaction with current print services. Workflow analysis involves mapping and evaluating print-related workflows to identify any inefficiencies, bottlenecks, risks, or gaps in processes and policies.

3 How to prepare for a print audit and assessment?

A print audit and assessment is a collaborative process that requires the involvement and support of various stakeholders in your organization, such as IT, finance, operations, and end-users. To prepare for a print audit and assessment, you should first define your goals and expectations. Consider the main problems or opportunities you want to address with your MPS project, the key performance indicators you want to measure and improve, and the expected benefits and outcomes of your MPS project. Next, select the most suitable tools and methods for conducting your print audit and assessment. Determine how you will collect, analyze, and report the data as well as the resources and timeframes required for each tool and method. Lastly, communicate and educate your stakeholders on the purpose and process of your print audit and assessment. Make sure to address any concerns or questions they may have to ensure their cooperation and participation.

4 How to conduct a print audit and assessment?

A print audit and assessment is a structured and systematic process with four phases: data collection, data analysis, data presentation, and data validation. During data collection, you should use tools and methods to gather accurate, complete, consistent, and relevant data from your print devices, users, and workflows. Then use print management software or other tools to process and interpret the data in the data analysis phase. During the data presentation phase, use reports, dashboards, charts, or other formats to communicate and visualize the results of your data analysis. Finally, in the data validation phase, verify and confirm the accuracy of your data and results by checking for errors or inconsistencies. Additionally, solicit feedback from stakeholders to ensure that your data reflects their reality and expectations.

5 How to use the results of your print audit and assessment?

The results of your print audit and assessment are essential for your MPS project, providing a clear picture of your current print environment and a roadmap for achieving your desired print environment. You can use the results to define your MPS strategy, design a solution, implement the solution, and monitor and optimize it. When defining your MPS strategy, consider your goals, expectations, and opportunities. When designing the solution, consider your print devices, users, and workflows. When implementing the solution, consider your resources, timeframes, and risks. When monitoring and optimizing the solution, consider your KPIs, benchmarks, and feedback. This will help you align your MPS strategy with your business strategy and vision; integrate the solution with existing systems and processes; manage the change from current to desired print environment; measure and evaluate performance; identify improvements; and adjust the solution accordingly.