Reducing Waste & Costs: A School’s Guide to Smarter Printing

1. Conduct a Print Audit

Understanding your current print usage is the first step toward optimisation. Schools should assess:

• How many printers are in use?
• Which departments have the highest print volumes?
• Are there excessive or unnecessary print jobs?
• What are the current printing costs? A comprehensive audit will identify inefficiencies and help set the foundation for improvement.

2. Implement Print Policies

Establishing clear printing guidelines can significantly reduce waste and costs. Some effective policies include:

• Defaulting to double-sided(duplex) printing.
• Encouraging the use of grayscale over colour where possible.
• Setting user quotas or tracking print usage per department.
• Restricting access to high-cost printers for only essential documents.

3. Utilise Print Management Software

Modern print management solutions can monitor and control print usage in real time. Schools can benefit from features such as:

• Secure print release, ensuring that documents are collected by the correct user.
• Automated reports on usage and costs.
• Integration with cloud-based printing for remote learning and staff access.
• Alerts for maintenance and low supplies to prevent downtime.

4. Upgrade to Energy-Efficient Devices

Older printers are often inefficient and costly to maintain. Schools should consider upgrading to:

• Multi-function printers (MFPs)that combine printing, scanning, and copying.
• Energy Star-certified devices that consume less power.
• Ink and toner-efficient models to reduce ongoing expenses.

5. Encourage Digital Alternatives

Reducing print dependency is key to sustainable print management. Schools can adopt:

• Digital assignment submissions and grading.
• Cloud-based document storage and sharing.
• Interactive whiteboards and tablets for teaching materials.
• Emailing documents instead of printing.

6. Outsource Print Management to Experts

Partnering with a Managed Print Services provider like Bryan S Ryan can bring long-term cost savings and efficiency gains. Our MPS solutions offer:

• Centralised print monitoring and support.
• Predictable budgeting with cost-saving strategies.
• Proactive maintenance to reduce downtime.
• Security measures to protect student and staff data.

7. Prioritise Print Security

Schools handle sensitive student data and confidential records. To prevent data breaches, schools should:

• Implement secure print release and authentication systems.
• Regularly update printer firmware to prevent cyber threats.
• Restrict access to sensitive documents through user permissions.

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Managing a school’s print environment efficiently can lead to significant cost reductions, improved productivity, and a more sustainable approach to printing. By conducting audits, implementing policies, leveraging print management software, and working with a trusted Managed Print Services provider like Bryan S Ryan, schools can take control of their printing needs with ease.

If your school needs a tailored print management solution, contact Bryan S Ryan today and discover how we can help you optimise your print environment!