Print fleet management
The right devices, in the right places.
Print fleet management is the work of deciding which devices you need, where they go and how they perform, delivered by Print Fleet Management across Australia and New Zealand. We map what you have and how it is used, then shape a multi-vendor fleet to fit, with each brand chosen for the role.
At a glance
Last updated
- Multi-vendor recommendations matched to each role
- Toner levels, page volumes, device health and cost per page tracked in Fleet Command Centre
- Xerox-Lexmark, Konica Minolta, Kyocera, HP and Ricoh
- Quarterly business reviews
What fleet management is
Fleet management is the part of a print service concerned with the devices themselves: how many you have, which models, where they sit, who uses them and what each one costs to run. Where managed print keeps the fleet running, fleet management makes sure it is the right fleet in the first place.
Most fleets grow by accident: a device for every new team, contracts that never get reviewed. We map what you have, what it costs and how it is used, then shape the fleet to fit, with the brand chosen for each role rather than for us.
How a fleet review works
A fleet review follows our Assess, Plan, Deploy and Optimise process, with the emphasis on the first two steps.
- We record every device, its location, its age, its contract and the volume it prints, copies and scans
- We compare that with how each team works, including how much colour, scanning and secure printing it needs
- We design a right-sized fleet: which devices to keep, which to consolidate, which to move and what to replace them with
- We review the plan and the numbers behind it with your team before anything changes
- We roll out changes site by site, then track the fleet in Fleet Command Centre and review it each quarter
What is included
Fleet management includes the following as standard.
- Multi-vendor recommendations matched to each role
- Toner levels, page volumes, device health and cost per page tracked in Fleet Command Centre
- Dealership and reseller arrangements across Xerox-Lexmark, Konica Minolta, Kyocera, HP and Ricoh
- Quarterly business reviews
Choosing a brand for each role
Different brands suit different work. A shared office floor, a high-volume warehouse printer and a design team that relies on colour have different needs, and no single brand is the right answer for all three. Because we work across Xerox-Lexmark, Konica Minolta, Kyocera, HP and Ricoh, we can recommend the device that suits each role rather than the one we happen to sell.
Many of our clients run mixed-vendor fleets optimised for different roles. A mixed fleet works when it is managed as one: one support number, one invoice and one set of reports, whichever brands are in it.
Fleet Command Centre
Fleet Command Centre is where the fleet becomes visible. Toner levels, page volumes, device health and cost per page are tracked for every device, so you can see which devices are busy, which are barely used and which are costing more than they should.
That data drives the decisions we make with you. A device that prints very little may be a candidate for consolidation; one that is always busy may need replacing with something faster; a team that prints far more colour than expected may benefit from a print policy. Each recommendation comes with the data behind it.
Signs your fleet needs attention
A few patterns suggest a fleet has grown without a plan:
- Devices from several brands on different contracts, with renewal dates nobody is tracking
- Desktop printers multiplying while shared devices sit idle
- Some devices always queued and others barely used
- No easy way to tell what each device costs per page
- Replacement decisions made when something breaks, not planned in advance
What changes for IT, finance and staff
For IT, a planned fleet means fewer models to support, consistent configuration across brands and a clear schedule for replacements. Device health is visible in one place rather than spread across manufacturer portals.
For finance, cost per page is tracked for every device and reviewed at quarterly business reviews, so decisions about consolidation and replacement are based on numbers rather than estimates. Savings come from fleet right-sizing, consumable optimisation, reduced downtime and the elimination of unnecessary colour printing.
For staff, each team has a device suited to how it works, within a reasonable walk of their desk.
Multi-site fleets
Organisations with several locations often find each site has developed its own way of printing. Multi-site fleet management brings them together with standardised print policies, cross-site benchmarking, automated supply management, regional clustering and unified reporting, all through a single support relationship and invoice.
Cross-site benchmarking is especially useful: when two similar sites print very differently, the difference is usually worth understanding before anything else changes.
Questions to ask about any fleet review
These questions help you judge any fleet recommendation, whoever makes it.
- Is the recommendation based on measured volumes, or on estimates?
- Does the provider recommend more than one brand, and why each one?
- How will device health and cost per page be reported after the change?
- When will the fleet be reviewed again, and who leads that review?
- What happens to existing contracts and devices that are being replaced?
Questions
Fleet management FAQ
See what your fleet really costs.
Start with a free, no-obligation fleet assessment. We’ll show you where the money goes, where the risk sits, and what we would change.