Measuring the Success of Print Audits: Top Five Key Performance Indicators

In today’s digital age, it’s easy to overlook the importance of print. However, print remains a significant expense for many businesses, and optimizing print usage can lead to substantial cost savings and efficiency improvements. This is where print audits come in. A print audit is a comprehensive assessment of an organization’s printing environment, encompassing everything from the number of devices and their usage patterns to the types of documents printed and the associated costs.

But how do you measure the success of a print audit? Simply conducting an audit isn’t enough. To truly realize its value, you need to track key performance indicators (KPIs) that demonstrate the impact of your optimization efforts. Here are the top five KPIs to focus on:

 

#1. Reduction in Print Volume

This is perhaps the most obvious KPI. A successful print audit should lead to a noticeable decrease in the overall volume of printing. This can be achieved through a variety of measures, such as:

• Eliminating unnecessary printing – Identifying and eliminating documents that are printed but not actually needed.
• Encouraging double-sided printing – Making duplex printing the default setting to reduce paper consumption.
• Implementing print policies – Establishing clear guidelines on what should and should not be printed.
• Promoting digital workflows – Shifting towards digital document sharing and collaboration whenever possible.

By tracking the reduction in print volume, you can directly quantify the impact of your print audit and demonstrate the cost savings achieved.

 

#2. Decrease in Print Costs

This KPI is closely related to print volume but focuses specifically on the financial impact of the audit. By reducing print volume, you naturally reduce costs associated with paper, ink, toner, and maintenance. However, a successful print audit can also lead to cost savings in other areas, such as:

• Reduced energy consumption – Fewer print jobs translate to lower energy usage by printers and related equipment.
• Lower maintenance and repair costs – Less wear and tear on printers can lead to decreased maintenance needs and expenses.
• Optimized print fleet – Right-sizing your printer fleet by eliminating redundant or underutilized devices can result in significant cost savings.

Tracking the decrease in print costs provides a clear financial justification for the print audit and demonstrates its return on investment (ROI).

 

#3. Improved Print Efficiency

Beyond simply reducing print volume and costs, a successful print audit should also improve the overall efficiency of your printing environment. This can be measured through KPIs such as:

• Reduced print job turnaround time – Streamlining print workflows and optimizing device placement can lead to faster print job completion.
• Increased device uptime – Implementing preventative maintenance measures and optimizing device usage can minimize downtime and ensure printers are always available when needed.
• Improved user satisfaction – By providing users with convenient and reliable printing solutions, you can enhance their productivity and satisfaction.

Tracking these efficiency-related KPIs can help you identify areas for further improvement and ensure that your printing environment is operating at its peak performance.

 

#4. Enhanced Security and Compliance

Print security is often overlooked, but a print audit can play a crucial role in mitigating risks and ensuring compliance with relevant regulations. Key KPIs in this area include:

• Reduced risk of data breaches – Implementing secure printing practices, such as pull printing and user authentication, can help prevent unauthorized access to sensitive information.
• Improved compliance with data privacy regulations – Ensuring that your printing practices comply with regulations like GDPR or HIPAA is essential for avoiding penalties and maintaining customer trust.
• Reduced waste and improved environmental sustainability – Implementing responsible printing practices can help minimize waste and contribute to your organization’s environmental goals.

By tracking these security and compliance-related KPIs, you can demonstrate the broader benefits of your print audit beyond just cost savings.

 

#5. Increased Employee Awareness and Adoption

A successful print audit requires the active participation and cooperation of your employees. Therefore, it’s important to track KPIs that measure the level of employee awareness and adoption of new printing practices, such as:

• Increased awareness of print policies and best practices – Conducting employee training and communication campaigns can help raise awareness and encourage responsible printing habits.
• Increased usage of print management features – Tracking the adoption of features like duplex printing, print preview, and secure printing can provide insights into employee behavior and identify areas for improvement.
• Positive feedback and reduced complaints – Monitoring employee feedback and the number of print-related complaints can help gauge the overall satisfaction with the new printing environment.

 

Measuring the success of your print audit is crucial to realizing its full value and demonstrating its ROI. By regularly monitoring these KPIs and adapting your strategies accordingly, you can ensure that your printing environment remains optimized and aligned with your organization’s evolving needs.

Want to gain in-depth insight when it comes to your business’s printer and office equipment? Call Woodhull and connect with one of our professionals today to learn more about Cincinnati’s best print audits!