In a world where efficiency and sustainability drive success, print management has evolved from a mere convenience to an indispensable tool for businesses across all sectors. For informed stakeholders it is hardly a surprise that the global print management software market, valued at approximately $2.5 billion in 2023, is expected to grow at a CAGR of around 18.5% to reach $9.76 billion by 2031. North America holds the largest market share, driven by high adoption rates in the US and Canada, followed by Europe and Asia-Pacific regions. At the same time, the print management software industry is rapidly consolidating, with a few key players dominating the market today. This concentration is partly driven by the industry’s impressive CAGR, as the increasing demand for efficient, secure, and sustainable print management solutions attracts substantial investment and encourages mergers and acquisitions among leading companies.
There must be pressing underlying factors behind all this.
Whether you’re running a small business, a large enterprise, or an educational institution, the right print management software can help you cut costs, enhance security, and drive sustainability. More specifically, for small firms, it helps reduce costs, improve efficiency, and enhance security. Medium-sized firms benefit from comprehensive reporting, centralized management, and sustainability features. Large firms gain from scalability, advanced security, and workflow automation. However, with so many options available, making the right choice seems challenging. This guide focuses on understanding your needs, avoiding common implementation traps, and ensuring value for money. At the end of the day, they all promise to do the same thing while their real unique value is only revealed to the Managed Print Services (MPS) Provider who knows their product inside out.
Here then is my modest Print Management 101 course.
Understanding Your Needs
1. Assess Your Current Printing Environment
Volume and Types of Print Jobs: Determine your daily print volume, the types of documents printed, and the number of printers in use. This helps you understand the level of management and monitoring required.
User Base: Consider how many users you have and their printing needs. Do certain departments print more than others? Do you have remote workers who need mobile printing capabilities?
Security Requirements: Assess the level of security needed. Do you handle sensitive documents that require secure print release and user authentication?
2. Define Your Goals
Cost Reduction: Are you aiming to cut down on printing costs by reducing waste and optimizing resource use?
Enhancing Security: Is preventing unauthorized access to printed documents a priority?
Sustainability: Are you looking to reduce your environmental footprint by promoting eco-friendly printing practices?
Ease of Use: How important is user-friendliness and ease of implementation to your organization?
Implementation Traps to Avoid
1. Overlooking Integration Needs
Do: Ensure the print management software integrates seamlessly with your existing IT infrastructure and multifunction printers (MFPs). Compatibility with various printer brands and models is crucial.
Don’t: Choose a solution that primarily supports one brand unless your organization exclusively uses that brand.
2. Ignoring Scalability
Do: Select a solution that can scale with your business growth. Ensure it can handle an increase in print volume and user base without significant additional costs.
Don’t: Implement a system that meets only your current needs without considering future expansion.
3. Underestimating User Training and Support
Do: Invest in user training and choose a vendor that offers comprehensive support. A smooth transition and ongoing support can significantly impact the success of the implementation.
Don’t: Neglect the importance of training, leading to underutilization of the software and potential disruptions.
4. Focusing Solely on Price
Do: Consider the total cost of ownership, including implementation, maintenance, and potential savings. Look for solutions that offer a good balance between cost and features.
Don’t: Choose the cheapest option without evaluating its effectiveness in meeting your organizational needs.
Ensuring Value for Money
1. Cost Management Features
Do: Look for software with robust cost management features. This includes detailed reporting, cost allocation, and the ability to set print quotas and rules.
Example: Some solutions offer comprehensive cost tracking and analytics, enabling businesses to identify and reduce unnecessary printing. PaperCut Software MF is widely recognized for its extensive cost management features and powerful analytics capabilities, making it a top choice for businesses and educational institutions aiming to reduce unnecessary printing and control expenses.
2. Security Capabilities
Do: Ensure the software provides secure printing options, such as user authentication and secure print release. This is especially important for organizations handling sensitive information.
Example: Software with strong security protocols helps prevent unauthorized access to printed documents, safeguarding sensitive data. HP Access Control uses biometric authentication on top of PINs and cards and seamlessly integrates with existing directory services like Active Directory and LDAP, providing consistent and secure user authentication.
Another outstanding example of a print management platform with robust security protocols is Y Soft SafeQ. It integrates with existing directory services such as Active Directory and LDAP, allowing seamless and secure authentication across the organization. It uses end-to-end encryption and advanced encryption protocols to secure network communication between devices, preventing interception and unauthorized access
@uniFLOW , developed by NT-ware and marketed solely by Canon, is nonetheless known for its robust security features. It is specifically designed to help businesses secure their printing environment, prevent unauthorized access to printed documents, and safeguard sensitive data.
3. User-Friendly Interface
Do: Choose software that is intuitive and easy to use. This reduces the learning curve and encourages user adoption.
Example: Solutions known for their user-friendly interfaces can simplify the management process and enhance user satisfaction. PaperCut Software MF is renowned for its intuitive and easy-to-use interface, making it an ideal choice for organizations seeking a print management solution that simplifies administration and enhances user experience. The same is true for Y Soft SafeQ and MyQ .
4. Sustainability Features
Do: Opt for software that promotes eco-friendly printing practices. Features like duplex printing, print job confirmation, and detailed sustainability reports can help reduce environmental impact.
Example: Some platforms are designed to support environmental initiatives by encouraging responsible printing behaviors. PaperCut Software stands out for its robust sustainability features, making it a top choice for organizations aiming to reduce their environmental footprint and promote eco-friendly printing practices. Enforcing duplex and grayscale printing policies leads to a substantial reduction in paper and toner usage. The environmental impact dashboard and sustainability reminders help raise awareness among employees about the importance of responsible printing. Detailed sustainability reports provide valuable insights into printing habits and highlighted opportunities for further waste reduction. PaperCut Software can integrate with carbon offset programs, allowing organizations to offset their printing-related carbon emissions.
5. Brand Neutrality
Do: Choose software that is compatible with a wide range of printer brands and models to ensure flexibility and prevent vendor lock-in.
Example: Vasion Print (Formerly PrinterLogic) is renowned for its ability to work seamlessly across various printer brands and models. This makes it an ideal choice for organizations seeking a flexible and versatile print management solution. Equally so, Equitrac , MyQ , PaperCut Software and Y Soft SafeQ, by supporting a diverse range of hardware, ensure that organizations can integrate the software into their existing print environment without being constrained to a specific brand. This flexibility allows businesses to optimize their print management strategies while maintaining control over hardware choices, enhancing overall efficiency and cost-effectiveness.
6. Customization
Do: Choose software that is highly customizable if you need to tailor the print management solution to fit specific workflows, user requirements, and organizational policies, keeping in mind however, that this level of customization might only be relevant to extremely large organizations.
Example: Uniflow, Y-Soft SafeQ and Papercut, offer extensive customization options, allowing businesses to configure the software to meet unique needs. Whether it’s setting intricate print rules, creating custom reports, or integrating with existing IT systems, they provide the flexibility needed to adapt to various operational demands. This level of customization ensures that the print management solution aligns perfectly with the organization’s goals and enhances overall productivity.
Which is then the “Best” Print Management Software?
The print management software market is fiercely competitive, with several key players holding significant market shares. In my personal experience however, the best print management tool is always the one that your MPS provider knows in depth, not necessarily the one that tops the charts on its own merit. A tool that your provider understands thoroughly will ensure smooth integration, efficient troubleshooting, and optimal use of features tailored to your specific needs. Additionally, ensure that the software is compatible with various hardware brands to avoid being locked into a specific ecosystem.
Choosing the right print management software is a strategic decision that requires careful consideration of your organization’s specific needs, goals, and potential implementation challenges. By focusing on integration, scalability, user support, and comprehensive cost management features, you can avoid common pitfalls and ensure you get the best value for your investment.
Remember, the goal isn’t just to manage printing, but to optimize it in a way that aligns with your organization’s broader objectives. Take the time to thoroughly assess your requirements, avoid common pitfalls, and prioritize features that offer real value for money. Most importantly, collaborate closely with your MPS provider to select a tool they are highly knowledgeable about to maximize the effectiveness and efficiency of your print management solution. Insist on a demo, organize a proof of concept (POC), and ask the tough questions. By doing so, you can confidently expect a high return on investment (ROI) for your organization.
