6 Reasons Why You Should Conduct a Print Audit

Because of the huge growth in business operations, these days, many IT departments tend to ignore printing processes. The reason? They are not as important as improving and increasing business operations.

Man running a print audit
Print Audit underway

As the world’s fifth-largest producer of printed products, irrespective that printing processes may not be quite as important as business operations in general, in the U.K., it’s still a vitally important aspect for most businesses.

Organisations frequently conduct audits as a way of ensuring that they meet with requirements for compliance and they are making progress, in an efficient manner, towards achieving goals.

Audits serve the purpose of providing organisations with ideas as to where it’s possible to make improvements to business processes.

Let’s, though, consider how organisations can benefit from print audits specifically.

What Exactly is a Print Audit?

The majority of organisations conduct print audits as a way of gathering information about the costs involved in printing, including the costs of either owning or hiring printing devices.

In turn, this process helps an organisation to gain better insight into wastage cost.

A print audit can expose the volume of printing that is carried out, it can detail the amount being spent on printing on a monthly basis, as well as providing even more specific figures with regard to which printers within the organisation are being utilised the most.

In other words, a print audit serves to help in reaping a healthy return on investment from your printing devices.

When you review your current printing setup, you can then optimise to ensure a more efficient printing process. This review will help to save money over the mid to long term.

For more information see https://www.xeretec.co.uk/what-we-do/managed-print-services/support-services/print-assessment

What Are The Benefits of Conducting a Print Audit?

There are many benefits on offer to your organisation when you carry out a print audit. Here, we list six of them.

  1. Saves time and saves money

If you wish to find out how much your investment in printing is, you carry out a print audit. If you wish to learn how the printing process can be improved, you carry out a print audit.

Print audits help an organisation to identify different printing habits, frequency of machine use, and they also help to enhance workflows.

When an organisation understands these factors, they can then pinpoint areas of excessive machine usage, reasons for wasteful printing, and how much is invested in consumables as well as energy. After that, remedial action can be taken.

  1. Environmental benefits

When you asses your printing operations by way of a print audit, it also serves to lower the organisation’s environmental footprint through the reduction of power consumption as well as the lowering of consumable usage in the form of paper and ink.

  1. Establishment of a printing strategy

Printing audits help organisations to establish a printing strategy for the long term.

Organisations have marketing strategies in place, they have sales strategies, too. So why not add a printing strategy to this spectrum and include it as a general business strategy.

  1. Print management

After carrying out a print audit and once you are aware of the printing habits of your organisation and how much your organisation is spending on printing, it’s straightforward enough to benchmark the figures and closely monitor from now on.

You can also establish limits, you can reduce printing volumes and the usage of coloured ink (which is far costlier than black ink), and you can also route printing jobs to printers that are the most efficient.

  1. Increased security

Believe it or not but printing can be a security risk for an orgnasation. How so?

Printing jobs may be dispatched to the wrong printer. Internal documents can, after printing, find themselves in the wrong hands. Data breaches can and do occur because of compromised computers.

When print audits are conducted it helps organisations to identify any potential points of vulnerability. Obviously, the end result is that security measures are improved when required.

  1. Long-term benefits

There are long-term benefits to be had from print audits. Organisations can establish management systems so as to cater to ongoing monitoring as well as support.

While there’s an initial investment to be made here, in the long run the investment will pay for itself via increased security, increased efficiency, and, not least, increased savings.

Conclusion

While for most organisations print audits are not nearly as important as other types of audits, from the points given above, we can see that, nevertheless, there are healthy savings to be made when print auditing is habitual.

The sooner your organisation gets started with your print audits, the more you will save. With the added gain that it’s beneficial to the environment.