Efficient print management is critical for large organizations looking to reduce costs, enhance security or improve productivity. Of course, implementing print management isnāt always a smooth process, especially in enterprise organizations where scale and speed are the name of the game. Weāve written about these challenges before.
Implementing enterprise print management requires careful planning to ensure a seamless transition while minimizing operational disruptions. Specific things to consider include your current setup, how to select the right print solution, fleet standardization, where automation opportunities exist, ways to enhance security, and considerations to ensure smooth IT integration. By taking a strategic approach, you can streamline deployment and avoid common pitfalls. Letās break it down.
Assess your current print environment
This is our first step for any print environment overhaul. Before implementing a new print management solution, itās a good idea to conduct a comprehensive audit of your current print environment. That means everything from the number of printers to usage patterns, costs, to existing inefficiencies. Engage stakeholders from IT, procurement and operations to grab all those valuable insights and determine the specific needs of different departments.
Choose the right enterprise print solutions for your organization
Print management and server setup is not one-size-fits-all. Some organizations will value the speed and flexibility of cloud-based setups, others will want to keep everything on-premise. Picking the quote-unquote ābestā print management solution depends on your organizationās size, industry, workflow requirements, staff experience, tech stack, and server space. The list goes on and on. The good news is you have many options! These include cloud-based servers, on-premise solutions, or even hybrid print setups . Regardless of your choice, make sure you find a platform that gives you centralized management, mobile printing support, robust security features, and analytics to track usage and costs effectively.
Standardize your printer fleet
Enterprise means working at scale, and scalable environments love streamlining and efficiency. The quickest way to do that? Standardize your printer fleet. Standardizing your printer fleet reduces complexity and ensures consistency across departments. This saves you time, money and hassle when it comes to stuff like maintenance, procurement, consumables, and staff onboarding (no-one wants to learn the intricacies and quirks of 15 different MFDs). Make sure you implement print policies like duplex printing, color restrictions, and user authentication, too. Establishing print rules like this helps lower costs and improves efficiency, while maintaining a great user experience.
Automate print queues and drive print deployment
Weāve got numerous articles on print queues and drivers, but the overall takeaway is that manual driver installation and print queue management is seriously time-consuming. Automate these processes using print management software to centrally push drivers and queue configurations. This eliminates the need for individual setups, reduces IT workload, and makes sure all employees have immediate access to the correct printers. Job done.
Enhance security with enterprise print management solutions
Unsecured print environments can pose serious data risks , so any enterprise printing solution has to start with security. Thatās your non-negotiable. Implement secure print release mechanisms like PIN authentication or badge-based access to prevent unauthorized printing. Use end-to-end encryption and audit logs to track printing activity and maintain compliance with industry regulations. Additionally, enable secure print release with multi-factor authentication for additional security. Weāve written plenty about print security , if you need to get up to speed.
Ensure seamless integration with existing IT infrastructure
In a perfect world, systems and servers would talk to each other seamlessly. Unfortunately, real-world environments are more complex than that, especially when it comes to legacy enterprise IT architecture. The golden rule is that enterprise print management solutions should integrate smoothly with your existing IT ecosystem, including Active Directory, Single Sign-On (SSO), and enterprise resource planning (ERP) systems. Youāll also need to ensure compatibility with cloud services like Microsoft 365 or Google Workspace.
Educate end users on print policies
Thereās no silver bullet for enterprise print management implementation, education is key. User adoption is critical to a successful rollout, so provide training and clear guidelines on any new print policies, including responsible printing habits and security protocols. Use digital signage, email communications, and hands-on workshops to educate employees and reduce resistance to change. (Donāt worry if thereās resistance, either; if youāve designed an intuitive environment, staff will eventually come around).
Minimize downtime with proactive print monitoring
How healthy are your printers right now? If you donāt know the answer to that, itās time to find out. Downtime due to printer malfunctions or supply shortages can seriously disrupt workflow, so make sure to implement real-time monitoring tools that alert IT teams to maintenance issues, low toner levels or network disruptions. Proactive management minimizes service interruptions and ensures continuous availability of print resources. Itās like medicine, really. Prevention is always better (and cheaper) than cure. Donāt wait till something goes āboingā.
Tracking and monitoring print costs
Cost control is arguably the biggest benefit of enterprise print management. Platforms like PaperCut mean you can see exactly who is printing, what theyāre printing, and how often theyāre printing it. The granular data is almost limitless! Use reporting tools to monitor print volumes, allocate costs by department, and identify areas for savings. Try implementing rules-based printing to encourage cost-effective behaviour, too. Policies like black-and-white over color printing and double-sided printing can save you big in the long run .
Scale your print management environment
As your organization grows, so do your print needs. Thatās Enterprise Printing 101. Choose scalable solutions (most likely cloud-based) that support additional locations, users, and advanced features like BYOD and mobile device compatibility. And once youāve built a great print environment, keep tweaking it! Regularly review and adjust your print strategy to align with evolving business goals and technology trends.
