6 Things I Wish I'd Known About Enterprise Print Management Software Before Implementing It

An in-depth understanding of Enterprise Print Management Software (EPMS) is an essential prerequisite for its efficient utilization. However, as has often been the case, most organization's venture into the implementation of EPMS is underscored by the lack of comprehensive knowledge about the software and its functionalities. This piece aims to redress this knowledge gap by highlighting six key insights that would have been beneficial to know before the implementation of EPMS.

• The Role of Operational Efficiency: EPMS is fundamentally designed to streamline the printing operations within an organization. It controls, manages, and monitors the entire print environment, thus saving time and boosting productivity. The software also reduces the burden of maintenance tasks on the IT department.

  It is imperative to note, however, that operational efficiency can only be achieved when the software is optimally configured to match the unique needs of the organization. This is analogous to Keynesian economic theory, where the emphasis is on the efficient allocation of resources. In the context of EPMS, the resources are the print devices, and their efficient allocation can lead to significant cost savings.

• Compliance and Security: EPMS ensures that an organization's print environment is in compliance with industry regulations. It also provides robust security features to protect sensitive information. However, the extent of the security measures deployed would be contingent on the prevailing risk landscape, akin to the risk-return trade-off concept in finance.

• Centralization: A centralized print management system provides a unified platform for controlling all print devices. This feature can be exploited to implement a uniform print policy across the organization, thereby promoting consistency and standardization. However, the implementation of a centralization policy must consider the potential for bottlenecks and single points of failure, echoing the principles of network theory.

• Scalability: The scalability of the EPMS ensures that it can adapt to the changing size and needs of the organization. This capacity for growth and contraction is reminiscent of the principles of elasticity in economics.

• Cost implication: EPMS is not just an operational tool; it is also a strategic one that can impact the financial health of an organization. It reduces wastage, optimizes resource use, and lowers the Total Cost of Ownership (TCO) of print devices. Nevertheless, the full cost implications (both direct and indirect) of implementing the software should be assessed using a Cost-Benefit Analysis (CBA), as seen in economic evaluation studies.

• Vendor Dependability: Finally, the choice of the EPMS vendor can impact the successful implementation of the software. Vendor reliability should be assessed based on factors such as financial stability, market reputation, and after-sales support. This evaluation process is analogous to vendor evaluation models in supply chain management.

In conclusion, the implementation of Enterprise Print Management Software requires a comprehensive understanding of its features, benefits, and potential pitfalls. This understanding is the bedrock upon which efficient utilization of the software can be built. The insights provided in this piece are therefore intended to guide prospective users in the adoption of the software, ensuring that they can exploit its full potential.