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Why You Need Print Tracking Software in your Enterprise

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Technology is moving swiftly, and like it or not, the world is shifting into the age of Big Data. New developments enable quick and efficient data gathering. And of all enterprise data gathering applications, printing management is probably far from the first thing that comes to a business owner’s mind.

Nevertheless, printing is just as integral to daily business operations as more obvious communication platforms as telephones or email. Optimizing your print environment with the right printer management software can have a huge impact on the way that you run your business.

Printing management is exactly what it sounds like—it involves the use of specialized print management tools to monitor and manage all print activity across an organization and collect details such as the who, what, where, when, and how of each print job.


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While some printers include built-in print management tools, they only ever come with basic functionalities and don’t offer a means to collect printing data in a way that can be used to make informed decisions about print management.

Dedicated printer management software tools make it possible to manage every aspect of printing within a business network. At the same time, they provide a way to collect and present printing data to help business managers make more data-driven decisions and take data-driven actions regarding their print environment.

Simply collecting enterprise printing data doesn’t mean much unless you can turn that data into actionable information. A printer management software is an excellent tool that can be used to organize the printing information that you collect in a way that makes practical sense so that you can make better-informed decisions that can ultimately help you save time, money, and other critical resources.

Printing management software data enables organizations to control and manage their printing environment, reduce waste, cut costs, and promote greater growth for the future of the business.

In terms of assuming greater control of the printing environment, print tracking allows administrators to determine which department or even which specific printer or user is constantly producing large volumes of print, spotting specific behaviors and activities that may be adding unnecessary printing costs to your overheads.

This kind of information can be useful in establishing better policies to promote more economical and cost-efficient printing habits.

Good print management can likewise help reduce waste. High page counts lead to higher overall printing costs because every page represents not only a physical sheet of paper but also other resources that are required for producing such an output. Add color pages and prints into the mix and you are dealing with even more consumables.

Having complete oversight of these printing data and details will allow you to better control printing activities and reduce waste while cutting costs as you pursue greener policies that help encourage the use of fewer throwaways. In large scale organizations, this can add up to significant cost savings over the long term.

Also importantly, printing management helps promote an organization’s growth by redirecting printing savings to other important things—like investing in better infrastructure or perhaps hiring additional employees to help usher in more opportunities for greater growth.

The best thing about modern printer management software systems is that they come complete with robust features and functions/capabilities that take print tracking to greater heights, going beyond simply counting page yields and monitoring who’s printing what.

Selecting the right tool:

When choosing a print management solution, be sure to select a system that can easily be deployed across your network. This way, you won’t need to pay extra from complex installation and or adaptation especially when dealing with a huge printer network.

Look for a system that is applicable to your network regardless of your existing IT setup. It’s also important to find a printing solution that offers a clear view of your entire print network and environment so you can collect comprehensive printing data that can help you make informed decisions about your printing needs.

Lastly, choose a print management software that features tools that are easy to use and makes it convenient to figure out what your printer network data means and how you should act upon them. The best solutions make it easy to share data analysis with top decision makers within the organization, too.

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Paschal Okafor is NaijaTechGuide Team Lead. The article Why You Need Print Tracking Software in your Enterprise was written by Manoar Molla. The article was last modified: October 10th, 2020

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