Businesses often invest in multifunction printers (MFPs) to streamline printing, scanning, copying, and faxing into one efficient machine. But did you know those very printers are holding valuable data that could help your business operate smarter? By examining usage patterns, tracking costs, and monitoring user activity, print analytics can unlock insights that save money and increase productivity, all while reducing waste.
If you’re not leveraging this data, you’re leaving valuable insights on the table. Here’s how print analytics can help you manage costs, improve efficiency, and make smarter technology decisions.
What is Print Analytics?
Print analytics is all about collecting, analyzing, and acting on the data generated by your MFPs. Think of it as your copier’s way of narrating its daily grind; who’s using it, what they’re printing, and how much it all costs. Most MFPs come with built-in capabilities to track this information, and paired with the right software, you can translate the raw data into actionable insights.
Types of Data You Can Track
1. Volume Data
How many pages are printed, copied, or scanned on a daily, weekly, or monthly basis.
2. User Data
Which employees or departments are responsible for the highest usage.
Why Print Analytics Matters
Here are some ways print analytics can help you make better decisions for your business:
1. Track Print Volumes to Spot Trends
Your MFP keeps track of every page it prints. Monitoring print volumes over time gives you a clear picture of how much your office actually prints and when. For example:
- Do you see spikes at the end of the month?
- Are color prints being used more than black and white?
- Is one department printing far more than others?
Understanding these trends helps you right-size your print environment. Maybe you need to upgrade to a larger device to handle peak times, or maybe it’s time to scale back because your team is going paperless.
2. See Who’s Printing (and How Much)
Your copier’s user data shows you which employees or departments are printing the most. This can uncover hidden patterns that affect your budget.
For instance, you might discover that one team prints high volumes of color pages when black and white would do. Or maybe someone is using the office copier for personal print jobs. With this knowledge, you can set print policies or train staff to make smarter choices.
Some businesses even use this data to set quotas or encourage digital workflows, saving money on paper and toner.
3. Increase Efficiency
Time is money, and the time employees spend waiting for a machine to finish large print jobs is time not spent on higher-value tasks. Print analytics helps you spot bottlenecks, like overloaded devices or underused ones, and redistribute workloads to ensure that every MFP in your fleet is operating at peak efficiency. You might find, for example, that a single printer in a busy area is handling 80% of jobs while other machines sit idle. Rebalancing the workflow helps reduce queues and improves productivity across the board.
The Long-Term Benefits
Think of analytics as a sustainable approach to long-term efficiency. Clear visibility into costs and usage equips you to make technology decisions that grow with your business. Whether it’s upgrading to more efficient devices, scaling down unnecessary expenses, or adopting greener habits, the benefits stack up over time. More importantly, print analytics creates an opportunity for continuous improvement and helps you stay aligned with your broader business goals.
If you need assistance with analyzing your current print environment or setting up tools to track and manage usage, we’re here to help! We can guide you through the process and recommend solutions tailored to your needs, so you can turn your copier’s data into smarter decisions for your business. Contact us today!
