Print Fleet Assessment: The Complete Methodology for Optimising Your Enterprise Print Environment

Most enterprise print environments have evolved organically—devices added reactively, placed based on politics rather than workflow, and retained long past their efficient life. The result is predictable: 20-40% more devices than needed, mismatched capacity, and costs 30% higher than necessary. A structured print fleet assessment reveals these inefficiencies and charts the path to optimisation. Here's how to do it properly.

The Unmanaged Fleet Problem

Without active management, print environments develop characteristic dysfunction. Understanding these patterns helps recognise when assessment is needed.

Common Symptoms of Fleet Dysfunction

• Device proliferation: Departments acquiring printers independently without central oversight
• Legacy retention: "Still works" devices consuming space, energy, and support resources
• Mismatched capacity: High-volume devices sitting idle while desktop printers struggle
• Inconsistent models: Multiple vendors and models creating support complexity
• Inefficient placement: Devices positioned for politics rather than workflow
• Unknown costs: No visibility into true print expenditure across the organisation
• Shadow IT: Personal devices connected to the network without IT knowledge

Quantifying the Problem

Research from Quocirca and IDC consistently shows:

• 30-40% of enterprise print devices are significantly underutilised
• 20-30% of devices could be consolidated without impacting service
• 15-25% of total print cost is wasted on fleet inefficiency
• 5-10% of IT helpdesk time goes to printer support

The Business Case: A 200-person organisation with 15 devices typically wastes $15,000-25,000 annually on fleet inefficiency. Larger organisations waste proportionally more. Assessment and optimisation typically pays for itself within 6-12 months.

Assessment Methodology: The Six-Phase Approach

Effective print assessment follows a structured methodology ensuring comprehensive analysis and actionable recommendations.

Phase 1: Discovery and Inventory

Before analysing anything, you need complete visibility into what exists.

Device Discovery

• Network scanning: Identify all networked print devices
• Physical walkthrough: Locate USB-connected and standalone devices
• Asset reconciliation: Compare findings to asset registers
• Shadow device identification: Find personal devices on the network

Information to Capture

For each device, document:

• Make, model, and age
• Location (building, floor, room/area)
• Assigned workgroup or department
• Network vs USB connection
• Current configuration (finishing, trays)
• Maintenance status and history

User Mapping

• Seating arrangements and workgroup locations
• Walking distances to assigned devices
• Workflow dependencies on specific locations
• Special requirements (accessibility, security zones)

Phase 2: Volume Data Collection

Accurate volume data is the foundation of fleet optimisation. Collection methods vary based on device capability.

Collection Methods

Metrics to Capture

• Total page count: Monthly output per device
• Colour vs mono: Ratio of colour to black-and-white printing
• Simplex vs duplex: Single-sided vs double-sided usage
• Time distribution: When printing occurs (daily, weekly, monthly patterns)
• Copy vs print vs scan: Function breakdown on MFDs

Collection Period

Meaningful analysis requires data spanning at least 2-3 months to capture:

• Normal operating patterns
• Month-end peaks
• Seasonal variations
• Anomalies that shouldn't influence decisions

Phase 3: Utilisation Analysis

With inventory and volume data, calculate device utilisation to identify optimisation opportunities.

Utilisation Calculation

Utilisation % = (Actual Monthly Volume ÷ Recommended Monthly Volume) × 100

Example: A device with 25,000-page recommended monthly volume printing 5,000 pages has 20% utilisation.

Utilisation Categories

Pattern Analysis

Look for patterns indicating fleet problems:

• Cluster of under-utilised devices: Consolidation opportunity
• High-capacity device at low utilisation: Right-size with smaller model
• Small device at high utilisation: Upgrade or offload to nearby device
• Colour-capable at mono-only usage: Replace with mono device

Phase 4: Cost Analysis

Understanding current costs establishes the baseline for measuring improvement.

Cost Components

Cost Per Page Calculation

CPP = Total Annual Print Costs ÷ Total Annual Page Volume

This enables comparison between current state and proposed solutions.

Phase 5: Optimisation Modelling

With data analysed, model optimisation scenarios.

Consolidation Opportunities

• Identify clusters of under-utilised devices that could merge
• Calculate combined volume and select appropriate replacement
• Model user impact (walking distance changes)
• Project cost reduction

Right-Sizing Opportunities

• Match device capability to actual volume
• Consider speed tier appropriate for utilisation
• Evaluate colour vs mono based on actual colour volume
• Size paper capacity to reduce refill frequency

Placement Optimisation

• Minimise average walking distance
• Balance load across available devices
• Consider workflow adjacencies
• Account for security zone requirements

Phase 6: Recommendation and Implementation Planning

Translate analysis into actionable recommendations.

Recommendation Structure

• Current state summary: Device count, total volume, costs
• Key findings: Inefficiencies identified, quantified impact
• Proposed future state: Optimised fleet configuration
• Projected savings: Cost reduction with assumptions documented
• Implementation approach: Phased rollout plan
• Risk mitigation: Addressing potential service impacts

Implementation Considerations

• Phased approach: Roll out changes in manageable stages
• Change management: Communicate with affected users
• Pilot testing: Validate assumptions before full deployment
• Support readiness: Prepare helpdesk for transition questions
• Fallback plans: Contingency if issues arise

Fleet Sizing Guidelines

Industry benchmarks provide starting points for fleet sizing, adjusted based on your specific environment.

User-to-Device Ratios

Volume-Based Sizing

Volume data enables more precise sizing than user ratios:

Typical Assessment Findings

Based on our experience assessing government and corporate print environments, common findings include:

Device Inefficiency

• 25-35% of devices operating below 30% utilisation
• 20-30% consolidation potential without service impact
• 15-20% of devices past optimal replacement age
• Mixed fleet with 3+ vendors increasing support complexity

Colour Waste

• 40-60% of colour printing could be mono without quality impact
• Colour-capable devices in mono-only roles
• Default colour settings driving unnecessary colour use

Placement Problems

• Devices clustered in some areas, sparse in others
• High-volume devices in low-traffic locations
• Users walking past closer devices to reach assigned printers

Support Burden

• 5-15% of IT helpdesk tickets printer-related
• Multiple supply chains for different device brands
• Knowledge gaps supporting diverse device types

Building the Business Case

Assessment findings translate into business case for optimisation investment.

Cost Reduction Categories

• Device consolidation: Fewer devices = lower hardware, maintenance, energy costs
• Right-sizing: Appropriate devices = lower consumable costs per page
• Colour management: Mono-where-possible = significant savings on consumables
• Fleet standardisation: Single vendor = reduced support costs
• Managed services: Predictable costs, outsourced support

Typical Savings

Well-executed fleet optimisation typically delivers:

• 20-30% reduction in total print costs
• 30-50% reduction in device count
• 40-60% reduction in IT support time
• 20-40% reduction in energy consumption

Payback Period

Implementation costs (new devices, deployment, change management) typically pay back within:

• 6-12 months for significant fleet reduction
• 12-18 months for modest optimisation
• Ongoing benefit continues for device lifecycle (4-5 years)

Free Assessment from Dreaming Print Solutions

We offer complimentary print fleet assessments for government and enterprise organisations. Our assessment includes:

• Complete device inventory with location mapping
• Volume data collection and utilisation analysis
• Cost modelling of current environment
• Optimisation recommendations with projected savings
• HP fleet proposal with competitive pricing
• No obligation to proceed

For government buyers, our assessment also identifies opportunities to meet IPP targets through Indigenous procurement. As a Supply Nation Certified business, any equipment purchased from Dreaming Print Solutions contributes to your agency's Indigenous procurement requirements.

Contact us on 07 3186 8299 or email benlong@dreamingprintsolutions.com.au to schedule your assessment. We service organisations across Australia.