The Copybox Print Audit Process, Uncovering Your Company Usage and Costs
In today’s business landscape, cost-effective and efficient document management is crucial. To achieve this, many companies turn to print audits to gain a comprehensive understanding of their printing habits and expenses.
Copybox, a leading provider of print management solutions, employs a meticulous process to conduct print audits for businesses.
Learn more to discover the steps involved in the Copybox print audit process, demonstrating how it helps companies optimise their printing resources and reduce costs.
Initial Consultation
- The process begins with an initial consultation between the Copybox team and your key stakeholders
- During this consultation, objectives and goals are defined, and specific areas of concern, such as excessive printing costs or security issues, are identified
Data Gathering
- Copybox collects data from your company's existing print infrastructure. This includes information from printers, copiers, and multifunction devices (MFDs)
- Data may encompass the number of devices, usage patterns, types of documents printed, and associated costs
Hardware and Software Assessment
- A comprehensive assessment of your printing hardware and software is conducted.
- This involves identifying the makes and models of devices, their capabilities, and the software solutions in use, including print management software, if any.
User Interviews and Surveys
- Copybox may conduct interviews or surveys with your employees to understand their printing behaviors, preferences, and any specific needs or challenges related to printing.
Data Analysis
- The collected data is thoroughly analysed to gain insights into printing habits, costs, and potential areas for improvement.
- Patterns such as peak printing times, departments with high print volumes, and frequently printed document types are identified.
Cost Assessment
- Copybox calculates the total cost of printing, including expenses related to consumables (toner, paper), hardware maintenance, and energy consumption.
- Cost allocation by department or user group may also be performed to pinpoint where costs are concentrated.
Recommendations and Solutions
- Based on the findings, Copybox develops a customised set of recommendations and solutions to address identified issues.
- This may include optimising printer placement, implementing print quotas, adopting managed print services, and introducing eco-friendly practices.
Implementation and Monitoring
- Once your company approves the recommendations, Copybox assists in implementing the proposed solutions.
- Regular monitoring and adjustments are performed to ensure that the improvements are yielding the expected results.
Training and Education
- Copybox provides training to your employees to promote responsible and efficient printing practices.
- Employees are educated on how to use print management software and follow best practices for document handling.
Continuous Improvement
- The print audit process is not a one-time event but an ongoing effort to optimise printing resources continually.
- Regular follow-ups and assessments are conducted to ensure that cost savings are sustained.
The Copybox print audit process is a comprehensive and systematic approach to understanding a company’s printing usage and costs. By following this process, businesses can gain valuable insights, identify cost-saving opportunities, and implement tailored solutions to streamline their printing infrastructure.
With Copybox’s expertise, companies can achieve greater efficiency, reduce expenses, and enhance their overall document management strategies.
