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What is Your Print Governance Strategy?

What is Print Governance and why do I need a strategy for it? Simply speaking, Print Governance is the strategy for realizing the value behind a Managed Print Services (MPS) implementation. It is a set of policies for the management and monitoring of print services covering devices, users, workflows and comprehensive analytics in each of those areas that report on current activity and inform for future decision making. While some companies may not have a formal document, many medium to large organizations require such a document and have a governing body that provides oversight, decision making, and often budget and resources.

Organizations who implement Print Governance typically have a driving initiative behind it – one key thing they are addressing.

In working with customers around the world we have seen several initiatives that usually involve any one of these concerns: savings, security, user satisfaction, sustainability, printing less and creating workflows to eliminate paper-based tasks. It is not untypical that organizations have one main initiative and several secondary objectives.

In the case of savings, the strategy may be to reduce the overall printing and for printing that is absolutely necessary, to do so at a lower cost.

An important part of the Print Governance document is what you aim to achieve in the initiative and how results will be measured. For many, this can be difficult if you don’t know your current situation. Do you know how much you are printing, who is printing and what the costs are? If you don’t, you won’t know if the activities put in place are providing the desired results.

For example, if your initiative concerns cost savings, you’ll want to have an understanding of the volume of printing being done today, how much of it is color, single-page and which printers are being utilized the most. Once you have detailed information on your current situation, you can set a target of savings you wish to achieve and develop a set of activities that will contribute to meeting the target.

The Print Governance document outlines the initiative, the target results desired and information on the activities that will be implemented and how each activity is expected to contribute to the target results. Lastly, the document includes an implementation plan. Then it is up to the organization to put the plan in place, communicate and enforce the resulting policies and measure/report on results. Revise as needed or when new initiatives arise.

In summary, Print Governance is a set of policies to achieve the goals of a print-related initiative. The policies involve changes or improvements in how print services are implemented and managed within an organization. The strategy includes understanding the current situation, setting an achievement target, identifying and implementing activities that affect change or improvement, creating a plan to implement the activities and measuring/reporting results.

Print Governance puts concrete activities on the table to achieve meaningful results. We are all for that!

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