Fleet Rationalization 101: Using Data to Right-Size Your Print Environment with Managed Print Services

As organizations move into Q1, budgets tighten and efficiency takes center stage. Leaders are looking closely at operational costs and the print environment is often on of the largest, yet least visible, opportunities for savings.  

When fleet rationalization is powered by Managed Print Services (MPS), businesses gain control, clarity, and confidence in their print strategy. By using real data, not assumptions, you can reduce waste, improve performance, and align your print environment with your business goals.  

Why Fleet Rationalization Matters in Q1 for Managed Print Services 

Q1 is the ideal time to align spending with strategy. Budget reviews, forecasting, and efficiency initiatives all converge and unmanaged print fleets frequently stand out as an area of overspending.  

Common challenges include:  

• Underused printers and copiers that still generate monthly costs  

• Inconsistent supply purchasing and emergency toner orders 

• Aging devices driving up service and maintenance expenses 

Underused devices equal wasted spend. Managed Print Services help identify and eliminate that waste through data-driven fleet rationalization. 

The Print Data that Drives Effective Managed Print Services 

A successful Managed Print Services program starts with accurate, validated data. During a comprehensive assessment, the following metrics are reviewed: 

Print Volume by Device 

Understanding print volume by location and device highlights opportunities for consolidation and better device placement.  

Service and Maintenance History 

Devices requiring frequent service often cost more to keep than to replace. MPS analysis brings those issues to light. 

Cost Per Page 

Cost per page is a cornerstone metric in Managed Print Services, revealing the true cost of printing across the organization.  

Device Use Case Alignment 

Right-sizing ensures each device supports the workflows it was intended for – reducing unnecessary color printing and overpowered machines.  

End-of-Life and Risk Indicators  

Managed Print Services proactively identify devices nearing end of support, reducing downtime, security risks, and surprise expenses.  

A Proven, Comprehensive Managed Print Process 

At Standley, fleet rationalization isn’t a one-time event, it’s a structured, proven process that we’ve designed to deliver long-term results. Our Managed Print Services methodology is built around continuous improvement and customer care. 

1. Discovery 

We begin by understanding your business goals, workflows, locations, and pain points. This ensures the print strategy supports how your teams actually work.  

2. On-Site Data Collection & Analysis 

Unlike automated-only assessments, Standley’s Managed Print approach includes sending a dedicated team on-site to fully understand your print environment.  

Our team physically maps each location to create a detailed, working floor plan of your exact print environment – documenting device placement, proximity to users, and workflow considerations. This hands-on discovery ensures recommendations are based on how your teams actually work, not assumptions.  

While on-site, we also securely collect real printer data across your entire fleet. This allows us to see:  

• Actual print volumes by device 

• Service history and performance trends 

Once data collection is complete, our experts analyze the information to identify:  

• Inefficiencies caused by underused or overloaded devices 

• Risks tied to aging equipment or excessive service calls  

• Opportunities to reduce costs through right-sizing, consolidation, and standardization 

This combination of physical environment mapping and validated print data is what  allows our Managed Print Services assessments to deliver accurate, actionable,  and trusted recommendations.  

3. Fleet Design & Rationalization 

Based on validated data, we design a right-sized print fleet – matching device types, volumes, and capabilities to real-world use cases.  

4. Data Validation & Stakeholder Review 

Before moving forward, findings and recommendations are reviewed and validated with key stakeholders. This step builds trust, ensures accuracy, and drives buy-in.  

5. Implementation & Rollout 

Once approved, the optimized print environment is rolled out with minimal disruption. Devices are standardized, workflows are supported, and users are trained and set up for success.  

6. Ongoing Data Review Through Business Technology Reviews (BTRs) 

Managed Print Services don’t stop at deployment. Through our quarterly or annual Business Technology Reviews, we continuously review print data, performance, and costs – making adjustments as your business evolves.  

7. Ongoing Customer Care 

Dedicated support, proactive service, automated supplies, and continuous optimization ensure your print environment stays efficient long after the initial rollout.  

Common Issues Found in Overgrown Print Fleets 

Through Managed Print Services assessments, we consistently uncover patterns such as:  

• Too many desktop printers increasing supply and support costs 

• Color printing where black-and-white devices would suffice 

• Mixed fleets with multiple brands, drivers, and toner types 

• Lack of standardization leading to inefficiency and frustration 

These environments aren’t broken – they're simply unmanaged. Fleet rationalization brings structure and strategy back into the print environment.  

The Benefits of Consolidation and Standardization with Managed Print Services 

Consolidation and standardizing your fleet through Managed Print Services delivers: 

• Lower total cost of ownership 

• Simplified supply management 

• Improved uptime and reliability  

• A consistent, secure user experience 

The goal is not just fewer devices, but a smarter, better-managed print environment. 

Standley’s Managed Print Services Approach 

Standley’s managed print services follow a continuous improvement model: 

Our proven process ensures your print environment stays aligned with your business – today, tomorrow, and as your needs change. 

Ready to Take Control of Your Print Environment? 

If you’re heading into Q1 with tighter budgets and higher expectations, now is the right time to take a closer look at your print environment.  

Standley’s free Managed Print Services assessment gives you a clear, data-driven view of your fleet backed by on-site discovery, validated usage data, and a proven rationalization process. You’ll walk away with actionable insights, identified cost-saving opportunities, and a roadmap designed around how your business actually works.  

No obligation. No guesswork. Just real data and expert guidance.  

Schedule your free assessment today and start the year with a smarter, more efficient print strategy.