In an era of tightening budgets and rising operational costs, educational institutions need innovative ways to cut expenses without compromising quality. Many schools—regardless of size or grade level—spend more than they need to on printing solutions.
However, managed print services, or MPS, offer schools a strategic approach to reducing printing costs while enhancing efficiency and sustainability. By optimizing print environments, schools can minimize waste, improve resource allocation, and lower energy consumption.
Learn how managed print services help schools save money and streamline their printing processes—and how your educational institution can benefit from these solutions.
How Managed Print Services Save Money in Education
Across many industries, managed print services can significantly decrease operational costs and allow businesses to optimize their print operations. Particularly in educational institutions, faculty, staff, and students rely on printing for a wide range of needs. Managed print services can combat unnecessarily high costs and allow schools to allot their budget to more pertinent needs.
In-Depth Assessments
One of the primary ways MPS reduces costs is through comprehensive assessments of a school’s current printing environment. Many institutions operate with outdated or inefficient printing setups, leading to excessive spending on supplies, maintenance, and energy. MPS providers conduct thorough evaluations of print usage, identifying redundancies, underutilized devices, and areas of excessive waste. By analyzing factors like device placement, print volume, and user habits, MPS helps schools develop a cost-effective print strategy tailored to their needs.
Print Optimization
Once an assessment is complete, optimizing the print environment is the next step. Schools often have a mix of different printers and copiers that may not be operating as efficiently as they can. Managed print services providers streamline these resources by consolidating devices, replacing outdated equipment with energy-efficient models, and implementing rules-based printing. For example, schools can set default settings to duplex, or double-sided, printing, enforce black-and-white printing for non-essential documents, and require user authentication for large print jobs. These measures significantly cut down on unnecessary printing, reducing paper and toner costs.
Ongoing Analytics
Managed print services don’t just optimize printing once and continue based on the original analysis. They provide continuous monitoring and reporting to deliver the most effective results. These services monitor real-time data and analytics on printing habits, allowing administrators to adjust policies according to trends found by MPS providers. For example, if a specific department is using excessive print resources, corrective actions such as print quotas or digital document alternatives can be implemented. By regularly reviewing usage reports, schools can control costs and make informed decisions about their print management strategies.
Supply Management
Educational institutions often struggle with inefficient supply procurement, leading to overspending on toner, ink, and paper. Managed print services automate supply replenishment, ensuring that schools only purchase what they need, when they need it. Automated supply management prevents unnecessary stockpiling and reduces emergency orders, which are often more expensive. Additionally, MPS providers can negotiate bulk pricing with vendors, further lowering costs on essential print supplies.
Maintenance and Support
Printer malfunctions and maintenance issues can be a significant drain on a school’s budget and productivity. Without managed print solutions, schools may experience frequent downtime, expensive repairs, and inefficient troubleshooting. MPS delivers proactive maintenance and remote monitoring, allowing providers to address issues before they worsen. This reduces the need for overpriced emergency repairs and extends the lifespan of printing equipment. Plus, MPS providers often include service agreements that cover routine maintenance and technical support, eliminating unexpected repair costs.
Reduced Energy Costs
Printing consumes significant amounts of energy in many schools, particularly when the school relies on outdated equipment. Managed print services promote utilizing energy-efficient printers and multifunction devices that use less power while providing the same or better functionality. Additionally, managed print solutions enable schools to set automated sleep modes for printers during non-operational hours, cutting down on unnecessary electricity usage. Over time, these energy savings translate to significant cost reductions, contributing to a more sustainable and eco-friendly school.
Save Money at Your School with Managed Print Services
By switching to managed print services instead of handling printing needs in-house, educational institutions of all sizes can significantly reduce costs and deliver more efficient printing solutions for their faculty, staff, and students.
Looking for a trusted managed print services provider for your school? Count on GoodSuite, California’s experienced provider of managed print services and other IT solutions. Our managed print services in Woodland Hills allow educational institutions, among other organizations, to cut costs and improve printing operations.
In addition to our MPS, we have a comprehensive menu of printers and copiers for sale in Woodland Hills, CA, empowering businesses to produce high-quality prints at lower costs.
Request a free assessment online or call us today to learn more.
