Organizations often fail to make the most out of their printer/copier agreements because they lack the kind of complete and non-bias information needed to make a good decision. The adage “if you can’t measure it, you can’t manage it” holds true; but many organizations rely on their printer vendors and copier suppliers to provide important usage and performance data about their printer and copier fleet. This approach can fall short, ultimately preventing you from making the best decisions regarding your machines and your lease agreements. Without an independent, non-bias evaluation of the environment it’s likely that you are spending more money than you need to.

Don’t wait until your contracts are about to expire. This can lead you make hasty, and costly, decisions. Don’t just renew your contract and hope for the best. You need to gather good data to make good decisions, and here are a few points to consider.

1. Compile and regularly update a complete asset list including:
   1. Make & Model
   2. Serial Number
   3. Location
   4. IP Address
   5. Volume
   6. Acquisition Dates
   7. Contract Information
   8. Suppliers
   9. Important dates (expirations, renewals, etc.)
   10. Costs
   11. Performance
   12. Utilization
2. Calculate your current per page cost for each device
   1. Hardware
   2. Maintenance and Support
   3. Consumables
3. Map your operational processes used to assess, acquire and manage devices.
   1. Discover and document current strategic goals for your device fleet.
   2. Understand how your organization uses different types of documents.
   3. Consider how your current fleet adds/supports/detracts from operational efficiencies.

Focusing attention on these areas can help you make the best decisions to maximize your printer and copier fleet. How can you save even more money and get more benefit? These areas are covered in more detail in our free white paper “Optimizing Your Printer/Copier Fleet - Five First Steps to a Document Strategy.” Build a cost-saving strategy and make the most of your fleet. Visit http://www.optimizon.com/resources/whitepaper01.asp

Optimizon has published its latest white paper titled Optimizing Your Printer/Copier Fleet - First Five Steps to a Document Strategy. ABSTRACT: While there are many environments and technologies to consider when designing a document strategy, companies are discovering that their printer and copier fleet can serve as an effective and profitable place to start. Workgroup printers and copiers are a natural and sensible environment for a document strategy because they directly support the day-to-day business of organizations of all sizes and types from every industry. Pick any department or any business process and you can bet that users – from frontline employees to executive staff – depend on printers and copiers to get their job done. Ultimately, business operations depend on the efficiency, effectiveness and cost control associated with work group printers and copiers. (more…)