3 Ways Managed Print Services Can Help Schools Control Print Costs

Managing school costs has become a top priority for administrators, teachers, and staff alike. As budgets tighten, schools are seeking solutions to control printing expenses without compromising high-quality education. Factors like print volume, usage, and equipment quality all contribute to spiraling print costs and overall budget inefficiencies.

Schools are beginning to turn to Managed Print Services (MPS) as an effective solution. Managed Print helps schools optimize their print environments, reduce waste, and control their print costs more effectively. Here, we’ll explore the key challenges that contribute to rising print costs in schools and the targeted solutions that MPS offers.

What is Managed Print?

First, it’s important to understand what Managed Print Services are. MPS is typically one of many solutions offered by a Managed Service Provider (MSP) that goes beyond printer leasing or equipment maintenance. Managed Print is an expanded service stack, focusing on the optimization, management, and ongoing support of an organization’s print infrastructure. 

When working in a school environment, a Managed Print provider will start by conducting a thorough assessment of the school’s current print environment, to identify inefficiencies and offer tailored strategies to reduce costs and improve productivity. Their services typically include print monitoring, usage tracking, maintenance, and recommendations for hardware and software upgrades. 

So, what are the benefits of Managed Print? Other than significantly improving print costs, a managed print strategy ensures optimal document security and better sustainability efforts. Most importantly, it helps school teachers, administrators, and staff focus on educating students first, while leaving print management to the experts. 

Now, let’s take a closer look at the challenges your school might be facing without a strong print management strategy in place. 

Challenge #1: Volume of Printing

One of the largest cost drivers for schools is the excessive volume of printing. Whether it’s worksheets, tests, student assignments, reports, or newsletters, schools generate piles of paper documents each day. Over time, this can lead to high costs, as paper, ink, toner and maintenance for printers and copiers quickly add up. Even worse, schools may struggle to accurately predict their printing needs, leading to overestimation or underestimation of required resources.

Managed Print Solutions:

1. Print Assessment: An MPS provider can conduct an in-depth assessment of the school’s printing habits to determine actual printing needs and behaviors. This analysis helps schools understand their printing needs more accurately by identifying key areas where print volumes can be reduced.
2. Optimized Printing Solutions: Based on the results of the print assessment, an MPS provider can recommend efficient printing solutions such as consolidating multiple single-function printers into multifunction printers (MFPs), and implementing duplex (double-sided) printing to reduce paper usage.
3. Print Quotas and Policies: An MPS provider can set up print quotas for students and staff, allowing a certain number of prints within a certain period of time. This encourages the mindful use of resources and curbs unnecessary printing.

By implementing these Managed Print solutions, schools gain control over their print volumes and reduce the cost of both supplies and maintenance.

Challenge #2: Lack of Monitoring and Accountability

In many schools, there is little to no oversight of print tracking and effective management systems are not in place. Without proper monitoring and accountability, it’s nearly impossible to keep track of who is printing what, and how much. This absence of accountability can result in teachers, staff, or even students printing unnecessary documents, including personal files, drafts, or digital materials that could otherwise be shared electronically. The lack of oversight causes uncontrolled printing that can add up quickly, placing a significant burden on school budgets.

Managed Print Solutions:

1. Print Tracking Software: A Managed Print provider offers print tracking software that monitors all print activities within the school. This software provides detailed reports on who is printing, what is being printed, and how much it costs. With these detailed usage reports, school administrators can pinpoint where excessive or unnecessary printing occurs.
2. User Authentication: Requiring users to authenticate themselves (via ID badge or password) at the printer before their print jobs are released helps prevent unauthorized access to printed materials and reduces waste from unclaimed prints. This also adds a level of security by ensuring only authorized users access the printing infrastructure. 
3. Alerts and Notifications: Real-time alerts and notifications can be set up for school administrators, notifying them when print thresholds are exceeded. This is a protective strategy that helps administrators intervene when printers are being misused.

Schools benefit significantly from this level of oversight, helping them reduce wasteful printing behaviors and zero-in on unnecessary print expenses. 

Challenge #3: Outdated Equipment and Infrastructure

Many schools struggle with outdated printers and copiers that are less energy-efficient and more prone to maintenance issues. Outdated equipment consumes more ink and toner, produces lower-quality prints, and is more susceptible to breakdowns. This not only leads to higher operating costs but also disrupts teachers and administrators, causing inconvenience and delays.

Managed Print Solutions:

1. Printer Fleet Optimization: By assessing the school’s existing printer fleet a Managed Print provider can recommend upgrades or replacements for outdated equipment. Newer, energy-efficient printers also come with advanced features such as automated supply ordering, leading to better cost savings and reliability.
2. Remote Monitoring and Maintenance: With MPS, schools benefit from remote monitoring of all their print devices. This enables providers to identify issues before they lead to breakdowns, minimizing associated costs and reducing downtime for teachers and staff.
3. Automatic Supplies Ordering: Managed Print Services can automate the replenishment of toner as they start to run low. This helps avoid unexpected delays and keeps printing running smoothly.

By investing in new equipment through Managed Print Services, schools can save on energy, reduce the frequency of costly breakdowns, and extend the life of their printing infrastructure.

Challenge #4: Inconsistent Budgets and Cost Predictability

Unpredictable printing costs that vary month to month are a common challenge for schools. Factors such as print volume, equipment needs, and supplies consumption all impact demand and budget distribution. And without a clear view of ongoing print-related expenses, schools find it difficult to plan or allocate budgets effectively.

MPS Solutions:

1. Fixed Monthly Costs: Managed Print providers typically offer contracts that allow schools to pay a flat monthly fee for print management services. This stabilizes printing costs and enables schools to budget more predictably.
2. Consolidated Billing: Instead of receiving multiple bills from ink, paper, and equipment suppliers, MPS consolidates all printing costs into a single invoice. For administrators, this simplifies finance management and improves overall visibility into print-related expenditures. 
3. Usage Reports: MPS regularly provides generated usage reports to administrators, showing a clear view of the school’s print environment to help them make informed decisions and identify opportunities for additional savings.

With Managed Print Services, schools are better able to predict print costs, plan their finances, and allocate resources where they’re needed most.

Challenge #5: Lack of Sustainability

In recent years, schools have been looking for ways to reduce their environmental footprint, and printing is one area where significant improvements can be made. Factors such as excessive paper use, high energy consumption, and inefficient disposal of old equipment all contribute to the environmental impact of school operations.

MPS Solutions:

1. Sustainable Practices: Managed Print providers help schools adopt more sustainable practices by implementing paper-saving measures, including duplex printing and digital document sharing platforms. MPS also encourages the use of recycled paper and environmentally friendly toners.
2. Energy-Efficient Equipment: New printers and copiers come with energy-saving features, such as low-power mode and automatic shutdown when it’s not in use. With a Managed Print approach, schools are upgraded to more energy-efficient devices to reduce overall energy consumption.
3. Recycling Programs: Many MPS providers offer recycling programs for old equipment, ink cartridges, and other supplies. This not only ensures materials are being disposed of properly, but it supports the school’s broader sustainability goals.

When schools prioritize sustainability through their print strategy, they begin reducing their environmental impact while simultaneously cutting costs. 

Final Thoughts

Every dollar counts when it comes to managing and optimizing a school budget. Managed Print Services helps schools focus on their primary mission to deliver high-quality education without the burden of managing print infrastructure. With this modern approach to controlling print costs, schools can address key challenges like excessive print volumes, lack of accountability, outdated equipment, budget unpredictability, and sustainability efforts. In addition to these challenges, a Managed Print provider offers training and support to school staff on efficient printing practices and the benefits of digital alternatives. By combining technological solutions with expert guidance, a Managed Print strategy can help schools optimize their print costs while reducing waste and enhancing overall efficiency in their administrative and educational activities.

About Atlantic, Tomorrow’s Office 

Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley. 

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