Need to improve your company or organization’s print management? Implementing an effective print management system is a complex task. The company must mobilize significant resources for a successful deployment. To complete your project, find out what challenges you need to overcome when deploying a print management system.
Print system and printer compatibility
Whether you are a small business or a large corporation, the use of a print manager is essential to effectively manage your print jobs. Among the solutions available for this purpose, software solutions available in SaaS are the most common. This type of software allows you to remotely manage your printer fleet from a single platform. However, the print management system may have a compatibility problem with printers and print drivers. This is a common problem that can be complicated to resolve. It is especially present in print fleets equipped with printers of different brands and models. This incompatibility can lead to all sorts of consequences, such as printing errors, instability of the management system and reduced printer performance. To avoid compatibility problems, equip yourself with a multi-vendor print management solution.
Security of sensitive and confidential company data
Security is one of the major challenges when deploying a print management system in a company. Printers are vulnerable to external attacks in case of hacking. Hence its nickname “the weakest link in IT security”. A hacker can unknowingly install malware on printers or steal the print data stored on the device. That’s why printer security should be a priority when deploying a print management system. The system must be configured correctly to ensure the highest level of security. In fact, it is recommended that you choose print management software that has various security features or protocols. Make sure that the software has the ability to control user access rights, encrypt transferred data, and alert in case of failure.
Enterprise Resource Management
Like any type of business project, the deployment of a print management system has a cost. The purchase, management and maintenance of printing equipment generates a considerable cost over the long term. This is especially true if your company has a large fleet of printers or a high volume of daily printing. One of the biggest sources of expenses is the waste of consumables (paper, toners or inks). This is one of the hidden costs in print management that should not be underestimated if you want to stay on track. To meet this challenge, you need to put in place rules aimed at reducing the costs related to printing jobs. In practice, you can limit print work to the essentials by favoring file sharing. You should also encourage black and white printing and double-sided printing.
Maintenance of printing devices
To be productive, printers, copiers and other printing devices must be operational at all times. This is only possible if you perform regular maintenance on the printing system and equipment. Maintenance can be a big challenge, as it requires financial resources, time and skilled labor. Depending on means and needs, companies have two options. Either you train users to maintain the printing equipment or you hire outside service providers. The first option allows you to be more autonomous, but will require time for training. As for the second option, it will require a regular cost with a maintenance contract with a supplier. In both cases, use a print management software like KPAX Manage for proactive management with real time alerts in case of failure.
Managing the company’s print volumes
The purpose of a print management system is to control and monitor the company’s print flow. But this goal in itself is a challenge for a company, especially when the number of pages printed on a daily basis is large. To achieve this goal, the company has to deal with several issues, starting with excessive printing. These can lead to increased printing costs and embarrass the company in terms of environmental impact. There can also be security risks to confidential data when the company can no longer monitor print jobs. To overcome this challenge, having a clear and precise printing policy in place is essential. In addition, users need to be educated and trained on the best practices to follow in the printing environment.