Most businesses that reach out to a managed print services provider share the same hesitation before committing: not whether to improve their print environment, but whether the process of evaluating it will be disruptive. It won’t be. Here’s exactly what Print Image Solutions’ complimentary 30-day print assessment involves, from the first walk-through to the final report.
You can’t right-size a fleet you haven’t measured. Before recommending device changes, cost-per-page agreements, or consolidation strategies, a managed print services provider needs accurate data on your environment, not estimates, but actual numbers pulled directly from your devices over time.
Any provider worth evaluating will confirm this upfront. A print assessment separates informed recommendations from generic sales pitches and protects your organization from being oversold on equipment or service tiers that don’t match your actual print volume.
Print Image Solutions offers a complimentary print assessment that runs for 30 days. Here’s how each phase unfolds.
The print assessment begins with a facility walk-through. A Print Image Solutions specialist maps every printer, copier, and multifunction unit across your facility, capturing make, model, serial number, and physical location. This room-by-room review establishes how your devices are deployed and whether their placement actually serves the way your teams work.
Your specialist will also speak with department heads and key users to understand workflow requirements, business processes, and pain points tied to specific devices or locations. These conversations frequently surface issues that don’t appear in any invoice or IT ticket: departments waiting on shared devices, color printing happening where black and white would do, or underutilized hardware sitting idle because it was never placed well to begin with. What the floor plan shows and what employees experience day-to-day are often two different things, and that gap shapes the recommendations that follow.
The walk-through also evaluates data security at the device level, including which employees use specific machines and what type of information is processed at each location. This informs the security recommendations included in the final report.
Once the walk-through is complete, Print Image Solutions installs a lightweight monitoring tool on your network. Setup takes roughly 15 minutes and requires minimal involvement from your IT team. The tool then runs in the background for the full 30-day window, capturing meter readings, consumable levels, printer status, and error logs across every connected device.
The 30-day window is deliberate. Print volumes shift throughout the month, and a two-week snapshot can significantly over- or understate actual usage. Thirty days produces the accurate baseline needed to make recommendations that reflect how your organization truly operates. Our service and repair team is also available if any device issues surface during the monitoring period.
With 30 days of data collected, the analysis phase breaks down print behavior department by department. This is where previously invisible patterns become measurable: which devices carry the heaviest volume, which sit underutilized, how much output is color versus black and white, and where supply consumption doesn’t align with actual page counts.
Many organizations discover during this phase that their current device-to-employee ratio is significantly higher than it needs to be. Modern multifunction devices can comfortably serve far more users than most businesses assume, and the assessment data makes the case for consolidation with real numbers rather than rough estimates. The goal isn’t to catalog devices for its own sake. It’s to understand how your organization actually uses them, so any print management services plan that follows is built around real behavior, not a one-size-fits-all template applied to every account.
Print Image Solutions’ complimentary 30-day print assessment gives your team a data-driven picture of where every print dollar is going, with no disruption to daily operations.
The print assessment concludes with a detailed deliverable package. Documentation includes an inventory discovery list covering every device in your environment, a visual diagram mapping printer locations across your facility, and a full proposal covering your current state, a managed print services cost analysis, and future-state recommendations.
Each device in your fleet receives a clear designation: retire it, refresh it, redeploy it where it’s better utilized, or replace it with equipment that matches your actual output volume, including refurbished hardware options where replacing devices at lower cost makes sense. The result is a concrete action plan built on real data, not a pitch for more equipment.
Once you have the report, you review the findings and managed print services benefits on your own terms. There is no obligation to move forward immediately, and no pressure to decide on the spot. The next step is simply a conversation about whether a service plan makes sense, what tier of coverage fits your operational needs, and what an implementation timeline would look like for your team.
Businesses across our service locations have gone through this same process and found that the data, not the sales conversation, is what makes the case for change.
Not every print assessment is the same. The depth of data collected, the length of the monitoring window, and the quality of final documentation vary significantly between providers. When evaluating a managed print services provider, look for one that runs a minimum 30-day monitoring period, delivers a written report you can review independently, and treats the assessment as a mutual discovery process rather than a closing tactic.
It’s also worth asking whether the provider gives you direct access to the monitoring data, not just a summary. Transparency at the assessment stage is a strong indicator of how the relationship will be managed long term. Providers who control the data without sharing it are harder to hold accountable once a contract is signed.
Print Image Solutions has spent over a decade helping businesses in healthcare, banking, legal, manufacturing, and education reduce print costs and simplify fleet management. Our assessments are complimentary because we believe the data should speak for itself. Real outcomes from clients who started with a print assessment are documented in our managed print case studies.
The print assessment is the lowest-risk step in the managed print services process. It costs nothing, requires minimal time from your team, and delivers data you can act on regardless of what you decide next.
Contact Print Image Solutions today to schedule your complimentary 30-day print assessment and find out exactly where your organization stands.
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