In the wise words of Dory, “Just keep swimming.” When it comes to office printing, the lesson still applies, but with purpose. Just keep printing, strategically. Printing is here to stay, so the goal is not to print more or less, but to print smarter. A managed print strategy is your snorkel: it keeps you from drowning in surprise invoices, vanishing documents, and toner you never ordered.
Why Your Office Needs a Managed Print Strategy
1. Cut Hidden Costs
Toner, paper, energy use, and service calls nibble at your budget every day. By tracking real usage and setting sensible rules, you reel those expenses in without buying a single new device.
2. Protect Sensitive Information
The spreadsheet left on the tray is a data breach waiting to happen. Secure‑release printing, user authentication, and encrypted data transfers turn your printer into a vault with Wi‑Fi.
3. Shrink Your Environmental Footprint
Less paper, less ink, fewer landfill trips. You still get hard copies when you need them while supporting your organization’s sustainability goals.
The Pillars of a Winning Print Strategy
Assessment – Take stock of every device and document flow. Use monitoring tools or conduct an on‑site “printer safari” to see what is printed, how often, and at what cost.
Optimization – Right‑size your fleet. Retire energy‑hog personal printers and replace them with shared multifunction devices located where people actually work.
Policy – Set the swim lanes. Double‑sided by default, color only when needed, auto‑delete for forgotten jobs. Clear rules keep everyone happy and budgets healthy.
Education – Make printing costs visible. Show your team why the rules exist and how they help. Think friendly lifeguard, not drill sergeant.
Analytics – Dashboards let you track usage, service calls, and supplies in real time. Spot issues early; fine‑tune continuously.
How to Build Your Strategy
Gather Data – Meter reads, invoices, and usage logs reveal your starting point.
Crunch the Numbers – Calculate the true cost per page; the answer often surprises.
Design the Future Fleet – Fewer, smarter devices placed for easy access.
Draft Policies – Align print rules with business goals, such as cutting color usage by 30 percent.
Communicate and Collaborate – Involve end users to avoid unpleasant surprises.
Roll Out in Phases – Swim, don’t sprint. Adjust as you go.
Review Regularly – Technology and people change; your strategy should too.
DIY or Partner With a Managed Print Services Provider?
You can steer this ship solo if you have the time, tools, and talent. Many organizations partner with a Managed Print Services (MPS) provider to handle device selection, toner fulfillment, and proactive maintenance. Either way, make sure someone owns day‑to‑day management, printers do not manage themselves.
Ready to Get Started?
Printing is not dead, but uncontrolled printing should be. A managed print strategy keeps your team moving in the right direction, no more circling the print lagoon.
Need a hand? Applied Innovation is ready to help you design a print environment that saves money, secures data, and supports sustainability.
Let’s talk about what smart printing looks like for you.