How to Size an Office Print Fleet (and Stop Wasting Money on Printers)

Right-sizing your print fleet is the process of finding that “Goldilocks zone” of printers — not too many, not too few, but just right for your business.

The goal is simple: ensure every device earns its keep. That means cutting down on redundant printers, optimizing placement, and matching equipment to your real-world needs.

Because yes — it turns out you can have too many printers.

How to Determine Proper Print Fleet Size

Right-sizing your printers isn’t just about counting devices — it’s about optimizing efficiency, cost, and performance across your entire organization. Whether you’re looking for printer fleet management for multi-location businesses or a single office, managed print services can help you centralize oversight, eliminate waste, and ensure every location has the equipment it truly needs.

The following steps outline how to evaluate your current setup, identify inefficiencies, and build a print environment that supports your team — not one that slows them down.

Here’s how to get started.

Step 1: Analyze Current Print Usage

Before making any changes, start by gathering data. A good print assessment will show who’s printing, how much, and where. You can’t manage what you can’t measure.

• Track monthly print volumes by department or user group.
• Identify underused or overworked printers. Some devices print 10 pages a week, while other high-volume printers handle 10,000.
• Spot inefficiencies. Old single-function printers and mismatched toner models can quietly drain your budget.

A thorough print usage analysis and report gives you a clear snapshot of your fleet’s health — and a roadmap for improvement.

Step 2: Match Devices to Real-World Needs

Every department prints differently. HR might need fast black-and-white copies for onboarding packets, while marketing wants high-resolution color for brochures.

• Use multifunction printers (MFPs) in shared areas to handle scanning, copying, and faxing efficiently.
• Keep small desktop printers only where truly necessary (like secure HR or finance offices).
• Balance speed, color, and capacity so no single printer becomes the office bottleneck.

Think of it as matching tools to tasks — not every job needs a power saw when a screwdriver will do.

Step 3: Optimize Placement and Access

A printer’s value goes down the farther away it is. Convenience matters. So does preventing “printer hoarding” — that one department with three machines collecting dust.

• Centralize shared printers for easy access across teams.
• Distribute workloads evenly so one printer isn’t overburdened.
• Use secure print release (badge or PIN) to prevent sensitive documents from piling up at the tray.

Proper placement improves productivity and helps your printers live longer, happier lives.

Step 4: Implement Print Policies and Monitoring

Right-sizing isn’t a one-and-done project. It’s ongoing. Policies and monitoring tools help keep your fleet efficient over time.

• Set print defaults to duplex (two-sided) and grayscale.
• Use print management software to track usage, cost per page, and device health.
• Automate toner orders and service requests through printer fleet management solutions.

It’s the difference between constantly chasing problems and having your print environment run like a well-oiled (and well-toned) machine.

Common Mistakes When Right-Sizing a Print Fleet

Even well-intentioned businesses sometimes miss the mark. Here’s what to watch for:

• Buying one printer per employee. It’s rarely necessary and often expensive.
• Ignoring maintenance costs. Cheap printers can become costly over time with toner, service, and downtime.
• Forgetting about hybrid workers. Not everyone prints daily, so plan your fleet around usage, not headcount.
• Overlooking device lifespan. Obsolete printers lack modern security features and efficient drivers.

Avoiding these pitfalls keeps your print fleet (and your budget) in the safe zone.

How Fleet Printing Services Simplify the Process

If this all sounds like a lot to manage — that’s because it is. But the right fleet printing service can handle everything behind the scenes, from analytics to toner refills.

• Continuous monitoring to spot inefficiencies and downtime early.
• Automated supply management so you never run out of toner mid-report.
• Usage analytics and reports for smarter budgeting and sustainability goals.
• Proactive maintenance and service that extends printer life and prevents surprise repairs.

With professional printer fleet management solutions, SMBs can save thousands per year — all without micromanaging paper jams.

Future-Proof Your Printing with Kelley Create

A right-sized print fleet is efficient, cost-effective, and ready to scale as your business grows. Kelley Create helps SMBs design printer fleet management solutions that reduce waste, improve uptime, and boost productivity — all backed by real data and reliable service.

Want to find out how many printers your office really needs? Schedule a consultation for a print fleet assessment with Kelley Create today and start saving smarter.