Signs That Your Business Needs a Print Audit

Printing is an essential part of many businesses, but without proper management, it can lead to unnecessary expenses, inefficiencies, and security risks. A print audit helps identify these issues, giving businesses insight into print usage, costs, and opportunities for optimisation. If you’re struggling with rising costs, outdated processes, or lack of control over print operations, it might be time for a comprehensive print audit.

At CDP, we specialise in print management solutions that help businesses regain control of their print operations, reduce waste, and improve efficiency. If you notice any of the following signs, a print audit could be the key to streamlining your operations and saving money.

1. Rising Printing Costs With No Clear Breakdown

Many businesses underestimate how much they spend on printing due to fragmented billing, unmanaged supply orders, and a lack of centralised oversight. A print audit reveals exact cost breakdowns, making it easier to budget more effectively and eliminate redundant spending.

2. Unmanaged or Unmonitored Print Volumes

Without a system in place to monitor printing, businesses often overuse resources, leading to excessive paper waste, unnecessary colour printing, and inefficient print job management. A print audit provides a detailed report on print usage, helping you set print policies that reduce waste and control output. Many businesses are surprised by how much paper and ink are wasted on untracked or unnecessary prints, which could be eliminated through more efficient practices.

For example, implementing print quotas, rules-based printing, or pull printing (where users must authenticate at the printer before documents are released) can drastically cut down on waste and improve security.

3. Frequent Printer Downtime and Maintenance Issues

If your printers frequently break down, it disrupts productivity and increases maintenance costs. A print audit can assess the efficiency of your current print fleet and recommend reliable, cost-effective solutions that improve uptime and reduce maintenance expenses. Additionally, an audit can highlight patterns of inefficiencies such as certain departments overusing specific devices or printers being located too far from high-use areas, causing workflow bottlenecks.

A well-structured managed print solution can help businesses schedule proactive maintenance, ensuring devices operate smoothly and last longer, ultimately reducing the total cost of ownership.

4. Lack of Security in Print Processes

Printing confidential documents without proper security measures can expose sensitive business information. A print audit helps businesses identify security gaps in their print workflow and implement solutions such as secure print release, user authentication, and data encryption to safeguard business data. This is particularly important in industries where compliance with data protection regulations is a priority, such as healthcare, legal, and financial services.

Many businesses overlook print security, assuming the biggest threats come from digital vulnerabilities. However, unclaimed print jobs left on output trays, unauthorised access to network printers, and unencrypted print streams pose serious risks. A print audit can uncover these vulnerabilities and provide effective solutions.

5. Unnecessary Environmental Impact

Businesses are under increasing pressure to reduce waste and adopt sustainable practices. If your company prints excessive, untracked documents or lacks double-sided printing policies, a print audit can help you adopt eco-friendly print strategies that cut down on paper, energy use, and costs. Companies looking to improve their corporate social responsibility (CSR) efforts can benefit greatly from identifying ways to reduce their environmental footprint while maintaining efficiency.

A print audit may also highlight areas where digital transformation can replace print-heavy workflows, reducing reliance on paper and cutting operational costs significantly.

6. Outdated or Inefficient Print Equipment

Older printers and copiers may be costing more in repairs and inefficiencies than they are worth. A print audit identifies if upgrading to newer, more energy-efficient models can help reduce operational costs and increase productivity. It also assesses whether the current print fleet is too large or too small for business needs, ensuring that every device is used efficiently.

Implementing a modern print strategy, such as cloud-based print management or high-efficiency printers, can streamline operations, reduce costs, and improve print quality.

7. Poor Print Workflow and Productivity Issues

Employees often waste time dealing with printer malfunctions, searching for the right printer, or waiting for large documents to print. A print audit evaluates your workflow efficiency, ensuring print jobs are processed smoothly and do not hinder daily business operations.

Businesses that operate across multiple locations or departments often struggle with inconsistent printer access, print job delays, and excessive print errors. A print audit can help unify and standardise the print workflow, ensuring seamless document management.

8. No Clear Print Policies or Controls

A lack of defined print policies often leads to inefficiencies and unnecessary expenses. If employees are free to print as much as they like, without restrictions or accountability, costs can spiral out of control. A print audit can help businesses establish structured printing guidelines such as limiting colour printing for non-essential documents, setting up print quotas, or implementing a managed print system that tracks user activity.

How a Print Audit from CDP Can Help

At CDP, we help businesses gain full control over their print environment. Our comprehensive print audits uncover inefficiencies, reduce waste, and implement tailored print management solutions to keep your business running smoothly. Here’s how we can help:

• Cost Reduction – Identify hidden expenses and optimise print usage.
• Print Security – Implement safeguards to protect confidential information.
• Sustainability Improvements – Introduce eco-friendly print policies to reduce waste.
• Workflow Efficiency – Improve print processes to enhance productivity.
• Technology Upgrades – Assess print hardware and recommend cost-effective solutions.
• Compliance & Data Protection – Ensure sensitive documents remain secure and meet regulatory requirements.
• Customised Solutions – Tailored strategies to fit the specific needs of your organisation.

Take Control of Your Printing Costs Today

A print audit provides valuable insights that help businesses save money, increase efficiency, and secure their print operations. If your company is struggling with rising print costs, inefficiencies, or security risks, now is the time to act.

Many businesses are unaware of how much they can reduce printing costs simply by identifying and eliminating inefficiencies. By addressing common problem areas such as excessive printing, outdated equipment, and security vulnerabilities a print audit provides a clear roadmap to optimising your entire print environment.

At CDP, we offer expert print management services to help businesses streamline their operations and reduce waste.

Get in touch with us today to schedule a print audit and start making smarter, cost-effective printing decisions for your business.