Running the Fleet Once It Is Installed
Once a fleet is installed, a breakdown with no plan and nobody watching the volume quietly costs the office time and money.
The operational side: setting defaults people follow, knowing where the cost goes, and handling the days something changes or stops.
Last updated: September 2026
Running a print fleet well comes down to four things: defaults that produce the right behaviour, knowing where the volume goes, closing the document exposures, and having a plan for when the machine stops.
Enquired on Monday and had a printer installed by Friday. Fast, easy, and exactly what we needed.
We have been using Global Document Solutions for about eight years now and would not go anywhere else.
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Quick formSetting the rules, and making them stick
The policies that work change the default settings rather than asking people to remember something.
Knowing where printing actually happens is what turns a policy from a guess into a decision.
- Writing a print policy people followWhy most policies decay, and the shape of one that does not.
- Cost recovery and chargebackCharging printing to a client or a department, and where it stops being worth it.
- Secure print release, in practiceJobs wait until you arrive, which closes the most common exposure and cuts waste.
When the office changes shape
A 36 to 60 month agreement outlives most staffing plans, so the fleet almost always has to adapt part way through.
Growing, shrinking and spreading across sites each have a different answer.
- The signs you have outgrown the machineFour signals, and how to check them against the counter before acting.
- When the office needs lessOptions part way through a term when volume falls away.
- Consolidating a fleet across sitesThe order to bring sites together in, and the date that governs the plan.
- Printing when half the team is remoteHybrid concentrated printing rather than removing it. That changes sizing.
Enquired on Monday and had a printer installed by Friday. Fast, easy, and exactly what we needed.
We have been using Global Document Solutions for about eight years now and would not go anywhere else.
Tell us what you print and we will match the option
Quick formRisk, reporting and the day it stops
The questions buyers raise late in a decision are usually about what happens when something goes wrong.
Two of them are worth answering before signing rather than afterwards.
- What happens when the machine stopsWhat is covered, and the ten minutes that shorten the outage most.
- Supplier lock in, and how much is realWhich parts genuinely tie you in, and which only feel like they do.
- What the fine print hidesThe five clauses that decide what happens when something changes.
- Reporting on print without overstating itThe three numbers you can defend, and the claims worth avoiding.
The other two questions
Common questions
How do I reduce office printing costs?
Set double sided and mono as defaults rather than asking people to choose them, use secure release so uncollected jobs are never produced, and size devices to the work rather than to the quote.
Who fixes a leased printer when it breaks?
On a bundled agreement the supplier does, and parts, service labour and call outs sit inside the monthly fee.
Damage, fire, flood and theft are insurance matters rather than service ones.
What actually locks me into a print supplier?
The agreement term, the notice window, and any personal guarantee.
Consumables and staff familiarity feel like lock in but are inconvenience rather than contractual obligation.
Tired of surprise toner and repair bills? Tell us about your office.
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